Administrative Specialist (City Administration)

City of Avondale•Avondale, AZ

About The Position

The Administrative Specialist provides effective and efficient administrative support to the City Manager’s Office. The role interacts professionally and courteously with the Council, residents, and internal and external customers on behalf of City Management. It supports office operations, financial administration, communications, and civic engagement programs, including the Citizens Leadership Academy and Avondale Ambassador Program. The position coordinates calendars, appointments, travel, meetings, and events; prepares and distributes agendas, presentations, minutes, correspondence, and reports; tracks department expenditures and processes purchasing and payment documentation; and helps maintain the office’s records, supplies, and organization. It also provides customer service, coordinates information from City departments for Council updates, and plans and leads the two annual civic engagement programs, including classes held after business hours.

Requirements

Associate’s degree in Public Administration, Business Administration, or a closely related field, or an equivalent combination of education and job-related experience substituted on a year-for-year basis.
Four years of experience performing administrative and clerical duties, including executive-level support.
Valid Arizona Operator’s Driver’s License.

Nice To Haves

Experience administering community engagement programs and initiatives.

Responsibilities

Provide administrative support to the City Manager’s Office and represent City Management professionally when interacting with the Council, residents, and other customers.
Coordinate calendars, appointments, meeting schedules, travel, meeting resources, and Citywide events.
Compose, edit, proofread, finalize, and distribute letters, memos, reports, agendas, presentations, meeting minutes, and other documents.
Open and sort mail, track items for signature, and route documentation to the appropriate person for processing.
Track budget expenditures, invoices, purchase orders, ongoing payments, purchase requisitions, and purchase order balances.
Process accounts payable, purchase orders, invoices, and purchasing card reconciliations, including travel and procurement card reconciliations.
Work with the Finance & Budget Department to resolve issues and ensure timely invoice processing; assist supervisors with payments and purchasing records.
Assist with contract management and procurement processes.
Coordinate workflow and provide backup support in collaboration with the Department’s Management Analysts during working hours.
Coordinate with City departments to collect input for the bi-weekly City Departments update to Council; review, proof, format, route for City Manager approval, and distribute the update to Council and staff.
Respond to incoming calls, emails, and in-person visits; assist internal and external customers and personnel; enter resident requests in the customer response management system and communicate progress and outcomes to City Management.
Maintain and order office supplies; organize the office and storage space; and maintain the decorum and general upkeep of the City Manager’s Office.
Maintain department and program references, including vendor lists, code books, training manuals, standard operating procedures, and mailing lists.
Maintain the organization of the Department’s internal electronic filing system.
Plan and execute the annual Citizens Leadership Academy and Avondale Ambassador civic engagement programs, including establishing budgets and schedules, preparing marketing materials, attending and leading all classes after business hours, and managing participant communications.