Description

The Administrative Support Specialist position is the second level in the administrative support series. This position performs more difficult administrative support duties under limited supervision. This may include handling fees and fines, scheduling meetings, managing calendars, responding to more complicated general inquiries, high speed typing and volume word processing.

Essential Functions

• Answers incoming phone calls and greets walk-in customers, answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
• Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, and check requests. May collect payments and fees from customers.
• Receives, processes, and accepts applications, registrations, reservations, forms, and permits; inputs data into electronic databases.
• Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.
• Updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials.
• Gathers and compiles readily available data for reports and projects; interprets routine data.
• Makes travel arrangements.
• May attend divisional/department meetings; takes and transcribes minutes as necessary.
• Organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction.
• Schedules appointments, meetings, interviews, and training for work unit including scheduling rooms and ordering supplies.
• Maintains inventories, divisional/departmental records, plans, manuals and standard operating procedures.
• May assist in coordinating events or programs, including scheduling rooms, ordering supplies, awards, and refreshments and sending invitations.
• Assembles and reviews files or records, updates materials, prepares material for action, and makes final distribution of records, files, or information.
• May research and compile information for Public Records Requests.
• May act as department procard liaison; reallocate charges as needed and appropriate.
• May prepare department Personnel Action Forms and/or manage the time and labor system for the department.
• May act as point of contact for department IT requests and maintenance requests.
• Schedules meetings, conference room bookings; maintains various electronic calendars and prepares reference materials.
• Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

Two years of administrative support experience.
Knowledge of:
Departmental policies and procedures
Record keeping practices and procedures
Customer service procedures and techniques
Standard office practices and procedures
Alphabetizing and filing systems
General bookkeeping practices and methods
Ability to:
Follow oral and written instructions;
Respond to requests and inquiries tactfully and courteously;
Keep and maintain complete and accurate records and filing systems for easy retrieval of information;
Learn department programs, policies, procedures and processes sufficiently enough to convey related information to the public and other city staff
Communicate effectively both orally and in writing
Accurately proofread numerical and text data
Operate a computer and related software and demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, email and timesheets
Establish and maintain effective working relationships
Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.
Success Factor Classification Level - Foundational

Physical Requirements/Working Conditions

Office setting

Benefit information is outlined here: https://www.glendaleaz.com/cms/One.aspx?portalId=15209085&pageId=15331883