Administrative Support Assistant

City of Glendale • Glendale, AZ

5d • Onsite

About The Position

This is the entry level in the administrative support series. The Administrative Support Assistant performs routine and basic office support requiring basic instruction and involving customer assistance, manual and electronic filing systems, answering phones, greeting visitors, departmental mail distribution and operating office software programs.

Requirements

• One year of experience in an office setting performing general clerical duties.
• Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying.
• One year of relevant experience may be substituted for each year of required education.
• Basic grammar, spelling, punctuation, and arithmetic
• Record keeping practices and procedures
• Customer service procedures and techniques
• Standard office practices and procedures
• English spelling, grammar, and punctuation
• Alphabetizing and filing systems
• Typing, word processing, data entry and office machine operation
• Follow oral and written instructions, established procedures
• Perform basic arithmetic calculations
• Maintain complete and accurate records and files
• Compile information and prepare routine reports
• Keep and maintain complete and accurate record keeping and filing systems for easy retrieval of information
• Respond to requests and inquiries tactfully and courteously
• Accurately proofread numerical and text data
• Operate a personal computer and related software and demonstrate proficiency to update documents, spreadsheets, databases, email and timesheets
• Communicate effectively, both orally and in writing
• Establish and maintain effective working relationships

Responsibilities

• Answers telephones, directs calls, takes messages or forwards calls to the appropriate staff member and follows up as necessary.
• Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders and address complaints.
• Compiles, copies, sorts, organizes and files records and other materials and documents.
• Schedules appointments and routine meetings, reserves rooms; orders refreshments.
• Processes and records contracts, policies, invoices, cash or checks.
• Records financial transactions, budget expenses and other bookkeeping activities.
• Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
• May perform data entry using office software or departmental database.
• Sorts and distributes departmental incoming mail to department staff.
• Responds to general inquiries.
• Prepares and sends outgoing mail in a timely manner.
• Performs other related duties as assigned.

Benefits

• 10.5 paid holidays per year
• full-time employees are also granted an additional 12 hours of holiday special leave per calendar year to celebrate their cultural or religious holidays
• Vacation leave accrues at: 5.33 hours per pay period (138 hours/17.25 days per year)
• Increases to 6.12 hours per pay period after 5 years
• Then caps out at 7.6 hours per pay period after 10 years of service
• Sick leave accrues at 4.4 hours per pay period (114 hours/14.25 days per year)
• Participates in the Arizona State Retirement System (ASRS)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed