Temporary Administrative Assistant
City of Goodyear, AZ - goodyear, AZ
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Salary: $24.03 - $35.68 Hourly Location : Goodyear, AZ Job Type: Temporary Job Number: FY Division: ENG -Engineering Department: Engineering Opening Date: 10/15/2024 Closing Date: 10/29/2024 5:00 PM Arizona FLSA: Non-Exempt Job Description Summary Temporary Part-time (30 hours weekly) Administrative Assistant Provides a high level of secretarial and administrative support. Manages projects, planning processes and provides information and assistance as requested. Answers telephones, processes mail, provides customer assistance, and researches information. Manages records and various department accounting functions. Although this position may share many of the same types of duties as a Staff Assistant, the Administrative Assistant level is distinguished by the performance of administrative support work that has greater variety, complexity, sensitivity, exposure, and autonomy. The ideal candidate will have at least three years of administrative experience and a proven track record of providing high-level secretarial and administrative support. This individual will offer information and assistance as needed, while managing various responsibilities, including handling telephone inquiries, processing mail, managing records, and overseeing various accounting functions. The successful candidate must thrive in a fast-paced environment with frequent interruptions, be proficient in Microsoft Office, comfortable using various software applications, and maintain strong attention to detail. Strong organizational skills and the ability to research and analyze complex data are essential. The ideal candidate will be collaborative, an effective communicator, and open to change, actively participating in continuous improvement initiatives that contribute to the department's and organization's success. Excellent customer service skills, experience working with internal and external customers, and the ability to meet deadlines while managing multiple priorities are required. Exposure to real estate is a plus. At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals that are committed to build and maintain a highly engaged workforce. You will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess these six core values: Adaptability - Integrity - Initiative - Empathy - Optimism - Innovation Only a limited number of the most qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will consist of a panel interview. All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as it will come from a system generated source. Essential Functions This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned. Plans, coordinates, and schedules meetings, and business travel arrangements. Performs a variety of administrative duties, such as planning and scheduling meetings, coordinating business travel, managing the calendars of assigned staff, taking and recording minutes at meetings, preparing meeting agendas, responding to requests for information, processing incoming and outgoing mail, drafting of letters and memoranda, maintaining a follow-up system, gathering information and data for department staff such as, coordinating departmental and/or business travel, preparing monthly status reports, processing invoices, ordering supplies, reconciling monthly credit card statements, managing, updating, and tracking business contracts, budget preparation, and managing the Departments website. Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal. Assists department with records management (may serve as Records Control Officer), report preparation, special projects and activities, CARs, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department. Assists with the preparation of personnel actions including new hires, promotions, terminations, transfers, and coordinates the recruitment process with Human Resources. Assists with payroll processing. Performs general financial and accounting procedures for the entire Department by reconciling Department staff monthly procurement card purchases, coordinating and centralizing the purchase of Department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system. Assists with the creation of various department reports such as the weekly activity report, monthly City Manager's report, monthly project status report, annual strategic plan, etc.; analyzes statistical data and generates standard reports. Provides support to others within the department as necessary. Requirements Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, and technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Experience: Minimum two years' experience in a related field. Certifications and Other Requirements: Valid Driver's License. Reading: Work requires the ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division. Writing: Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar. Managerial: Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure. Policy/Decision Making: Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized. Technical Skills: Broad Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities. Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. 12 Month Objectives 3 Month Objectives: Familiarization with the organization: Meet with representatives from different departments in the City to gain an understanding of the organization's structure and operations. Policy review: Read and review the City, Department, and Division policies, and schedule a meeting with your supervisor to discuss any questions within the first 30 days. Core values understanding: Attend the Goodyear Employee Orientation (GEO) and receive training on the City's 6 Core Values. Build relationships: Schedule one-on-one introductory meetings with key contacts in Engineering and contributing departments. Training attendance: Complete training on all relevant internal software applications. 6 Month Objectives: Proficiency in financial procedures: Achieve proficiency in entering requisitions, paying invoices, and accessing budget/actuals information. Public records and records management: Shadow the Engineering Administrative Assistant while fulfilling public records requests to gain a full understanding of the records management procedures and records retention schedule. 12 Month Objectives: Right of Way acquisition process: Gain a comprehensive understanding of the Right of Way acquisition process by documenting the process. Then identify at least 2 areas where administrative support can improve the process. Dedication process: Gain a comprehensive understanding of the Dedication process by documenting the process. Then identify at least 2 areas where administrative support can improve the process. Real Estate Database maintenance: Take over the responsibility for maintaining the Real Estate Database, ensuring that all necessary information is accurate, correctly entered, and updates are entered in a timely manner. The City of Goodyear offers a highly competitive benefits package including: Vacation Leave: 14 days per year, increasing with longevity. Goodyear offers an enhanced vacation benefit of recognizing total years of service under all Arizona public retirement systems for accruing vacation. Sick Leave: 12 days per year Holidays: 12 paid holidays per year, including one floating holiday the first full pay period of January Flexible Holiday: 24 hours per calendar year (prorated based on hire date) Health Insurance: Three health plans available to select from at a group rate Dental Insurance: Two dental plans available to select from at a group rate Vision Insurance: Available at a group rate Flexible Spending Accounts: Health Care and Dependent Care accounts available Short Term Disability Insurance: City-paid coverage Cancer Benefit: City-paid coverage Life Insurance: City-paid insurance valued at twice the annual salary ($400,000 maximum); additional life insurance for self and/or dependent is available at employee's cost Longevity pay beginning at year six Tuition Assistance: $5,250 per calendar year Employee Assistance Program Onsite wellness center/clinic Access to the Goodyear Recreation Center Robust employee well-being program Free identify theft monitoring and protection with Aura 457 Deferred Compensation Plan: 2% city match (employee contributes 1%) Retirement Health Savings: $22.50 city contribution (employee contributes $12.50 per pay period) Retirement: Arizona State Retirement System (ASRS) Defined Benefit plan with mandatory city and employee contributions %. Plan includes Long Term Disability Benefit. 01 Do you possess a valid Driver's license? Yes No 02 Please indicate your highest level of education completed. No high school diploma or GED High school diploma or GED Some College (6 months post-secondary education) Associate's degree Bachelor's Degree 03 How many years of relevant experience do you possess? Under 2 years 2-2.5 years 2.5-3 years 3+ years 04 Do you have experience working with Microsoft Excel and Word? Yes No 05 If you answered yes to the question above, please describe your experience: 06 Do you have Real Estate experience? Yes No 07 If you answered yes to the question above, please describe your experience: 08 Do you have experience in process improvement? Yes No 09 If you answered yes to the question above, please describe your experience: Required Question
Created: 2024-10-21