Administrative Assistant (Police Department)

City of Goodyear•Goodyear, AZ

7d•Onsite

About The Position

The City of Goodyear Police Department is looking for an Administrative Assistant to provide a high level of administrative support. This individual will perform procurement activities, including purchasing and processing invoices, records management, including personnel training records and other sensitive documentation. The individual will maintain training personnel databases to ensure that current records are available. Assist with supply inventory and ordering when necessary. The ideal candidate will bring 3–5 years of progressive experience in an administrative or support role, with at least 3 years handling financial transactions such as purchasing, invoicing, data entry, and travel coordination. 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 who 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.

Requirements

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.
Minimum two years’ experience in a related field.
Valid Driver’s License.
Ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies.
Ability to perform general math calculations such as addition, subtraction, multiplication, and division.
Ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
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.
Moderate discretion in making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
Comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
Moderate interpersonal/human relations skills; 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.
Proficiency with Word, Outlook, Excel and Adobe Pro.
Ability to organize and prioritize multiple tasks, making the most efficient use of time.

Nice To Haves

3–5 years of progressive experience in an administrative or support role.
At least 3 years handling financial transactions such as purchasing, invoicing, data entry, and travel coordination.
Become familiar with the department's organizational structure and begin to build relationships with other staff members.
Become familiar with required systems, Munis, Vector Solutions, Records Management.
Demonstrate ability to replicate process for data entry for requisitions, PO change orders, purchasing card reconciliations and receipt of invoices in Munis.
Enter time into Executime proficiently.
Provide written feedback on improvements or process improvements.
Demonstrate ability to maintain good working relations with vendors and employees.
Demonstrate ability to assess priorities, identify problems or inefficiencies, and contact field personnel or vendors to reach appropriate solutions.
Complete all department and city training requirements by the deadlines stated.
Complete City Growth Plan and discuss with Supervisor.

Responsibilities

Perform procurement activities, including purchasing and processing invoices.
Manage records, including personnel training records and other sensitive documentation.
Maintain training personnel databases to ensure current records are available.
Assist with supply inventory and ordering.
Perform procurement, invoicing, reconciling city credit cards, and data entry with minimal rework.
Enter data into the records management system and other required systems with attention to detail.
Communicate effectively, both verbally and written, with other members of the Department and the City.
Communicate with vendors to establish deadlines and track shipments.
Assist with reviewing funding availability prior to procurements.
Track items through the purchasing process, ensuring specifications of contract and/or purchase order are met.
Communicate with units the status of procurement and travel when necessary.
Verify completeness of ordered supplies and equipment, and work with the Finance department to resolve discrepancies.