City of Goodyear, AZ
Administrative Assistant
City of Goodyear, AZ, Goodyear, Arizona, United States, 85338
Salary:
$49,986.34 - $74,205.53 Annually
Location :
Goodyear, AZ
Job Type:
Full-Time Regular
Job Number:
FY2500347
Division:
Water Services - Administration
Department:
Water Services
Opening Date:
11/20/2024
Closing Date:
11/27/2024 5:00 PM Arizona
FLSA:
Non-Exempt
Job Description Summary
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 be bilingual in Spanish, have 3 years of experience working in an administrative capacity. Knowledge of the city's and Water Services Department's systems and services is preferred. The ideal candidate will be familiar with Munis to facilitate procurement and accounting functions. The individual shall be highly energetic and self-motivated with the necessary technical and interpersonal skills. The individual shall be able to work well with others as a team or by herself/himself to complete daily tasks. Shall be able to plan, manage, prioritize, and re-prioritize work assignments to efficiently perform job assignments. The ideal candidate shall have a public servant mindset, understanding the purpose of Water Services in providing essential services to our citizens. The ideal candidate shall be customer-minded, recognizing their customer may be a citizen, department employee, city employee, or a vendor. The ideal candidate shall be able to maintain a positive attitude and represent the City in a professional way and shall support the city's culture and core values.
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 field trips and 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.Develops, edits, or compiles 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 policiesMath:
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
Administrative Assistant
Water Services Department
First Year Objectives
First 3 Months:
Become familiar with the Department's organizational structure and each division's core roles/responsibilities.Become familiar with meter installation request forms for processing.Demonstrate ability to enter requisitions, APIs, PO change orders, and receipt of invoices in Munis.First 6 Months:
Become familiar with travel request forms.Begin managing incoming customer service requests from department email and PublicStuff.Become familiar with Executime for time entry and payroll processing.First 12 Months:
Attend training offered through City Clerk's Office on records retention, become familiar with the department's file plan, and state records retention schedules.Successfully complete two travel requests.Participate in shadow program with divisions in the department by participating in ride-alongs and/or site visits.
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 yearHolidays: 12 paid holidays per year, including one floating holiday the first full pay period of JanuaryFlexible Holiday: 24 hours per calendar year (prorated based on hire date)Health Insurance: Three health plans available to select from at a group rateDental Insurance: Two dental plans available to select from at a group rateVision Insurance: Available at a group rateFlexible Spending Accounts: Health Care and Dependent Care accounts availableShort Term Disability Insurance: City-paid coverageCancer Benefit: City-paid coverageLife 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 costLongevity pay beginning at year sixTuition Assistance: $5,250 per calendar yearEmployee Assistance ProgramOnsite wellness center/clinicAccess to the Goodyear Recreation CenterRobust employee well-being programFree identify theft monitoring and protection with Aura457 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 currently at 12.29%. Plan includes Long Term Disability Benefit.
01
Do you possess a valid Driver's license?
YesNo
02
Please indicate your highest level of education completed.
No high school diploma or GEDHigh school diploma or GEDSome College (6 months post-secondary)Associate's degreeBachelor's Degree
03
How many years of experience in an administrative capacity, supporting a division, department, or organization do you possess?
Under 2 years2 years2.5-3.5 years4+ years
04
Please explain your experience:
05
What is your experience with requisitions, POs, invoices, and your level of proficiency in Munis?
Under 2 years2 years2.5-3.5 years4+ years
06
How many years of experience do you possess in Microsoft Office applications, such as Word, Excel, and Outlook?
Under 2 years2 years2.5-3.5 years4+ years
07
Can you effectively manage multiple tasks and prioritize them based on urgency?
YesNo
08
If you answered yes to the question above, please explain your experience.
09
Preference will be given to candidates demonstrating bilingual proficiency in speaking the Spanish language. Are you bilingual in Spanish?
YesNo
Required Question
$49,986.34 - $74,205.53 Annually
Location :
Goodyear, AZ
Job Type:
Full-Time Regular
Job Number:
FY2500347
Division:
Water Services - Administration
Department:
Water Services
Opening Date:
11/20/2024
Closing Date:
11/27/2024 5:00 PM Arizona
FLSA:
Non-Exempt
Job Description Summary
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 be bilingual in Spanish, have 3 years of experience working in an administrative capacity. Knowledge of the city's and Water Services Department's systems and services is preferred. The ideal candidate will be familiar with Munis to facilitate procurement and accounting functions. The individual shall be highly energetic and self-motivated with the necessary technical and interpersonal skills. The individual shall be able to work well with others as a team or by herself/himself to complete daily tasks. Shall be able to plan, manage, prioritize, and re-prioritize work assignments to efficiently perform job assignments. The ideal candidate shall have a public servant mindset, understanding the purpose of Water Services in providing essential services to our citizens. The ideal candidate shall be customer-minded, recognizing their customer may be a citizen, department employee, city employee, or a vendor. The ideal candidate shall be able to maintain a positive attitude and represent the City in a professional way and shall support the city's culture and core values.
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 field trips and 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.Develops, edits, or compiles 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 policiesMath:
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
Administrative Assistant
Water Services Department
First Year Objectives
First 3 Months:
Become familiar with the Department's organizational structure and each division's core roles/responsibilities.Become familiar with meter installation request forms for processing.Demonstrate ability to enter requisitions, APIs, PO change orders, and receipt of invoices in Munis.First 6 Months:
Become familiar with travel request forms.Begin managing incoming customer service requests from department email and PublicStuff.Become familiar with Executime for time entry and payroll processing.First 12 Months:
Attend training offered through City Clerk's Office on records retention, become familiar with the department's file plan, and state records retention schedules.Successfully complete two travel requests.Participate in shadow program with divisions in the department by participating in ride-alongs and/or site visits.
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 yearHolidays: 12 paid holidays per year, including one floating holiday the first full pay period of JanuaryFlexible Holiday: 24 hours per calendar year (prorated based on hire date)Health Insurance: Three health plans available to select from at a group rateDental Insurance: Two dental plans available to select from at a group rateVision Insurance: Available at a group rateFlexible Spending Accounts: Health Care and Dependent Care accounts availableShort Term Disability Insurance: City-paid coverageCancer Benefit: City-paid coverageLife 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 costLongevity pay beginning at year sixTuition Assistance: $5,250 per calendar yearEmployee Assistance ProgramOnsite wellness center/clinicAccess to the Goodyear Recreation CenterRobust employee well-being programFree identify theft monitoring and protection with Aura457 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 currently at 12.29%. Plan includes Long Term Disability Benefit.
01
Do you possess a valid Driver's license?
YesNo
02
Please indicate your highest level of education completed.
No high school diploma or GEDHigh school diploma or GEDSome College (6 months post-secondary)Associate's degreeBachelor's Degree
03
How many years of experience in an administrative capacity, supporting a division, department, or organization do you possess?
Under 2 years2 years2.5-3.5 years4+ years
04
Please explain your experience:
05
What is your experience with requisitions, POs, invoices, and your level of proficiency in Munis?
Under 2 years2 years2.5-3.5 years4+ years
06
How many years of experience do you possess in Microsoft Office applications, such as Word, Excel, and Outlook?
Under 2 years2 years2.5-3.5 years4+ years
07
Can you effectively manage multiple tasks and prioritize them based on urgency?
YesNo
08
If you answered yes to the question above, please explain your experience.
09
Preference will be given to candidates demonstrating bilingual proficiency in speaking the Spanish language. Are you bilingual in Spanish?
YesNo
Required Question