The City of Avondale has an opportunity for an Administrative Assistant assigned to the City Manager's Office. This is a full-time, FLSA non-exempt position with benefits.

Provides administrative support in an effective and efficient manner to the City Manager’s Office. Interacts with the Council, citizens and internal/external customers or citizens on behalf of City Management in a professional and courteous manner. Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel. Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes, and prepares documents for distribution. Handles department accounts payable, processes purchase orders and invoices, and manages purchasing card reconciliations. Assists supervisors with managing payments, tracking invoices and purchase order balances. Assists with contract management and procurement processes.

Essential Functions

Provides support to the City Manager’s Office by coordinating and scheduling appointments, arranging travel, composing, editing and finalizing letters, memos, reports and agendas, opening and sorting mail, tracking items for signature, and organizing, coordinating, and implementing meetings and Citywide events.

Tracks budget expenditures by verifying monthly budget expenditures, tracking invoices and purchase orders, managing ongoing payments and recording purchase requisitions and purchase orders. Completes reconciliations for travel and procurement cards. Works collaboratively with Finance & Budget Department to resolve any issues and ensure timely processing of invoices.

Communicates and coordinates on workflow, operations and support with the Department’s Management Analysts to provide back-up as needed during working hours.

Collaborates with City departments to obtain input in a timely manner for the bi-weekly City Departments update to Council. Reviews and proofs all submissions; formats all submissions into one document for approval by City Manager. Distributes to City Council and all staff.

Provides high quality customer service by assisting internal and external customers and personnel, receiving and responding to incoming calls, emails, or in-person visits, and representing City Management in a professional, courteous manner. Enters resident requests in the customer response management system and communicates the progress and outcomes to City Management.

Maintains and orders office supplies as needed. Maintains decorum of the City Manager’s Office including appropriate seasonal decorations and general upkeep and organization of the Department’s office and storage space.

Drafts and/or proofs correspondence by reviewing incoming correspondence requiring City Manager’s signature, editing for spelling, grammar, and accurate contract numbers, communicating with division as needed to resolve any issues/concerns, and routing documentation to appropriate person for processing.

Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists. Maintains organization of Department internal electronic filing system (I:Drive).

Minimum Qualifications

Associate’s degree in Public Administration, Business Administration or a closely related field or any equivalent combination of experience, education, and technical training which provides the required knowledge, skills, and abilities, may qualify.

Four years of experience performing administrative and clerical duties at an executive level.

Valid Arizona Operator’s Driver’s License.

Supplemental Information

Work requires the ability to read policies, procedures, handbooks, agreements, contracts, city ordinances, Council reports, newsletters, brochures, insurance policies and correspondence.

Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, division, ratios, and percentages.

Work requires the ability to write memos, letters, emails, and general correspondence.

Planning responsibilities include organizing meetings, hosting events and scheduling parties.

The incumbent does research for documents, compiles data for computer entry, and/or enters or oversees data entry and has responsibility for monitoring budget expenditures (typically non-discretionary expenditures) for a work unit of less than bureau size.

Work requires the occasional direction of helpers, assistants, seasonal employees, interns, volunteers or temporary employees.

Work is governed by broad instructions, objectives, and policies. Work requires the exercise of considerable initiative and independent analytical and evaluative judgment, a high level of professionalism, and confidentiality.

The incumbents in this position contact others within the organization. These contacts may involve similar work units or departments within the City such as City Council and the Mayor's Office which may be involved in decision making or providing approval or decision making authority for purchases or projects. In addition, these incumbents work with individuals outside the City who may belong to professional or peer organizations. Working with various state and federal agencies may also be required of the employee. Vendors and suppliers may also be called upon for information on purchases, supplies or products. Meetings and discussions may be conducted with customers, brokers and sales representatives. Employee must maintain regular attendance. Ability to work in a constant state of alertness and safe manner.

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