Performs a variety of technical, organizational, administrative, financial/accounting activities, and research to support staff and the functions of the Finance and Budget Department. Provides administrative and technical support to supervisor, department director, and department employees in the areas of customer service, budget and procurement, ad-hoc research for technical tasks and special projects, key performance metrics reporting, management of department SharePoint site, technical support in the areas of asset and grants management, and other clerical and technical support functions.
 
Routes and/or prepares general correspondence on behalf of supervisor or senior department staff as requested. Procurement of office supplies, monitors and maintains inventories, and upkeep of storage area. Organizes files and/or pending actions to ensure timely follow-up. Coordinates and maintains schedules and meetings for department staff.Provides administrative support to all divisions within the department as required to include typing, filing, ordering office supplies, purchasing goods and services on behalf of the department, sorting, opening, and distributing department mail, and may handle confidential information. 
Communicates and responds to department, City, and citizen inquiries and requests for department support via email and phone. Provides information regarding programs, services, and procedures; refers callers and visitors to other staff members as appropriate; and takes messages. 
Composes and/or processes administrative documents for the department to include purchasing documents, budget entry, personnel forms, invoices, travel expense forms, and inventory records; obtains signatures when necessary; and submits department requisitions, purchase order modifications, and budget requests.
Coordinates and maintains schedules on calendars for department leadership and staff as necessary. Prioritizes and resolves complex meeting schedules, takes and transcribes meeting notes; prepares agendas, minutes, and follow-up documents for distribution. Responsible for coordinating resources, registration, and travel.
Composes correspondence and other documents on a wide variety of subjects requiring technical knowledge of the procedures and policies of the Finance & Budget Department; creates, edits, and processes memoranda, legal and technical documents, and other communication. 
Updates, maintains and streamlines databases, files, and records in automated information systems; performs data entry in system files and databases; researches and retrieves information from databases; incorporates data into assigned records and documents; creates statistical reports and summaries from data; generates automated reports from systems; and conducts technical research for special and ad-hoc projects.
Performs research, conducts technical support, prepares reports, and performs complex data entry for maintenance of citywide asset management and grants management and reporting.
Oversees the department SharePoint site to include formatting, preparing, organizing, editing, and publishing forms, tutorials, calendars, applications, pages, and other documents; responsible for the department webpage on the City website to include publishing and removing documents, updating contact information, and ensuring timeliness and accuracy of public information.
Creates, maintains, communicates, and makes recommendations on the tracking of department goals, tasks, and key performance metrics; proactively supports supervisor, department director, and department staff in accomplishing goals and deadlines as assigned.
Leads in the maintenance and organization of the department storage area; orders, receives, inventories, tracks, distributes, and ensures accuracy of department supplies and supply requests from department staff.
Performs other related duties as assigned.Associate's Degree in Public Administration, Business Administration, Social Sciences, or a closely related field. 
 
An equivalent combination of experience, education, and technical training which provides the required knowledge, skills, and abilities, may qualify.
Four (4) years of experience in progressively responsible office administration, specialized administrative, accounting, or office support. Experience in a government setting is preferred.
 
Excellent communication, organizational, customer service, computer, and grammar skills are preferred.
Valid Arizona Operator Driver’s License or the ability to obtain license by time of hire.Work requires the ability to read and understand general business correspondence.
Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
Work requires the ability to write general business correspondence and communicate clearly in writing.
Planning responsibilities include organizing submittal deadline requirements.
Work involves choices of action within limits set by department standard practices and procedures. Professional judgment is required to apply the proper course of action. 
The individual in this position will work with others both within and outside the organization. The incumbent in this position must have the ability to maintain positive relationships and open communication lines with City employees, leadership, and external customers.
 
Employee must maintain regular attendance, and the ability to work in a constant state of alertness and safe manner.