Description

Under general supervision, responsible for supervising the work, performance and outcomes of assigned office and administrative support staff. Plans, organizes and prioritizes work assignments. Selects, trains, motivates, and evaluates the performance of assigned staff. This position is also responsible for performing highly varied and complex administrative support duties.

Essential Functions

• Plans, organizes, and supervises administrative staff who process invoices, create requisitions and perform other clerical duties as requested or assigned.
• Drafts, formats, and prepares a variety of documents, including custom reports, financial records, trend analysis, charts, graphs, contracts and manuals.
• Assists in evaluating and developing new department policies, procedures and workflow; coordinates their implementation.
• Acts as a liaison to the Transportation Department's Field Safety Committee.
• Is responsible for the inventory, programming and replacement of the Transportation Department's vehicles in coordination with the Fleet Management Division.
• Is responsible for coordinating with the Innovation and Technology Department for the inventory and replacement of the Transportation Department's technology.
• Approves Level 10 invoices in Munis for the department.
• Maintains databases for various inventories, certifications and security roles..
• Compiles information and statistics, prepares charts and tables, performs calculations and composes memoranda, explanations, correspondence and reports; Acts as a liaison to the Transportation Department for the GlendaleOne (service request) system.
• Manages special projects as assigned, monitors workloads and adjusts as necessary.
• Administers and monitors the effectiveness of various special or on-going programs.
• Uses various software programs to establish automated processes, gather and input data, and develop routines to follow.
• Performs other related duties as assigned

Minimum Qualifications/Special Requirements/Success Factors

Bachelor's Degree in business or public administration and two years of administrative or management support experience and one year of supervisory experience.
Knowledge of:
Department policies and procedures
Research and analysis methods, statistics, cost analysis, computer modeling, report presentation
Record keeping practices and procedures
Customer service procedures and techniques
Office management processes and procedures
General bookkeeping, accounting and budgeting principles
Skill in:
The use of computers and software packages
Customer service and problem resolution practices
Ability to:
Work independently on major projects or sensitive problems and coordinate the work of others
Prepare an annual department budget, make financial projections and analyze budget requests
Respond to requests and inquiries tactfully and with courteously
Ability to supervise subordinate staff
Maintain complex records efficiently and accurately
Gather data and prepare written correspondence and reports
Interpret department and city policies, procedures and processes sufficiently enough to convey related information to the public and other city staff
Conduct research for special projects
Manage various processes or programs related to the assigned department
Communicate effectively both orally and in writing
Operate a computer and related software and demonstrate proficiency to prepare documents, spreadsheets, databases, presentations, emails 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 - Professional/Supervisory

Physical Requirements/Working Conditions

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
Lifts, pushes, pulls boxes/carts/objects weighing up to 20 pounds.
Working Conditions
Office setting

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