Management Assistant - Information Technology

City of Goodyear•Goodyear, AZ

About The Position

The Management Assistant supports the financial operations and administrative functions of the City of Goodyear’s Information Technology department. The role processes invoices and purchase orders, monitors budgets, coordinates fiscal activities, and provides timely, accurate reporting to internal stakeholders. It also supports telecommunications account management by reviewing billing, identifying discrepancies, maintaining inventory records, and assisting with audits. The position gathers and presents monthly accomplishment reports from IT management staff in a polished, professional format, and provides administrative support to department leaders while helping keep operations organized and audit-ready. The position also includes broader department and division support, which may vary according to department needs. Duties include strategic and operational planning, research and analysis, preparation of reports and presentations, meeting coordination, communications, community outreach, responding to inquiries, budget preparation and analysis, and improving service and work processes. The successful candidate is expected to work collaboratively, communicate proactively, and demonstrate accuracy and timeliness. The City of Goodyear describes a workplace focused on employee development, career growth, innovation, and a highly engaged workforce. The role has no supervisory responsibility, though it may involve providing advice or direction to less experienced employees. A panel interview may be part of the examination process, and only a limited number of highly qualified applicants may be invited to interview.

Requirements

Bachelor’s degree or equivalent, normally acquired through four years of college; broad knowledge in a general professional or technical field.
At least one year of experience in a related field.
Valid driver’s license.
Ability to read and comprehend development agreements, council actions, and trade journals.
Ability to perform general mathematical calculations, including addition, subtraction, multiplication, and division.
Ability to write memoranda, correspondence, and reports using clearly organized thoughts and proper English sentence construction, punctuation, and grammar.
Ability to manage financial documentation and follow accounting and procurement procedures.
Ability to research, analyze, interpret, and report financial and budget information.
Ability to communicate and collaborate with IT leadership, Finance staff, vendors, other departments, and internal stakeholders.
Ability to organize and maintain accurate records and meet reporting and payment deadlines.

Responsibilities

Process department invoices and payment documentation accurately and on time.
Prepare requisitions and process payment for division purchase orders and FPOs; issue purchase orders in accordance with procurement regulations.
Monitor division expenditures and budgets, coordinate fiscal activities, and provide budgetary reports and analysis.
Reconcile staff monthly credit cards and prepare petty cash and check requests according to procurement regulations.
Provide input for the annual budget and support preparation of budget documents, research, and potential budget allocations.
Analyze budget and financial data, trends, forecasts, costs, return on investment, and opportunities to improve resource efficiency.
Review telecommunications billing, identify discrepancies and optimization opportunities, maintain an up-to-date telecommunications inventory, and assist with annual telecommunications audits.
Gather, structure, and present monthly accomplishment reports from IT management staff; submit IT quarterly accomplishments to the City Manager’s Office.
Provide IT leadership with summaries of invoice activity, renewals, and vendor obligations, and support the Budget Analyst during key financial periods by preparing and organizing documentation.
Work with vendors to obtain quotes, issue purchase orders, and pay invoices under accounting and procurement procedures.
Maintain organized digital records for financial documents, telecommunications records, and accomplishment reports, and support internal and external audit teams.
Coordinate strategic and operational planning; facilitate planning sessions with divisions and work groups.
Research, compile, and analyze information, including cost assessments, audits, cost-saving measures, costing projects, and life-cycle costing.
Prepare and present department or division reports and PowerPoint presentations for City Council, executive management, advisory commissions, outside agencies, and other audiences.
Represent the department at meetings, facilitate or lead meetings, summarize outcomes, provide feedback, and follow up on issues.
Participate in community outreach program development and implementation, and interact with regulatory agencies.
Assist with internal employee communications and public information materials, including newsletters, flyers, brochures, web pages, and social media content.
Research difficult citizen inquiries and other questions, provide timely feedback, track issues through resolution, and communicate findings to appropriate staff.
Provide professional-level administrative support to department and division positions, including scheduling travel and training reservations.
Improve communications, solve problems, streamline work processes, reduce turnaround times, and support quality customer service, including through committee participation.
Host and facilitate city management assistant meetings.