Administrative Support Assistant

City of Glendale, AZ


Date: 1 week ago
City: Glendale, AZ
Salary: $31,874 - $47,811 / year
Contract type: Full time
City of Glendale, AZ
Description


This is the entry level in the administrative support series. 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.




Essential Functions




  • 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.





Minimum Qualifications/Special Requirements/Success Factors


One year of experience in an office setting performing general clerical duties.

Knowledge of:
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

Skill in:
Typing, word processing, data entry and office machine operation

Ability to:
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

Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.

Success Factor Classification Level - Foundational






Success Factors



Definitions


Classification Levels






Personal Accountability & Integrity


Takes personal responsibility for the quality and timeliness of work and in complying with organizational rules, policies and procedures. Earns others’ trust and respect through consistent honesty and professionalism


Foundational, Professional/Supervisory, Managerial, Executives






Teambuilding & Collaborative Relationships


Inspires and fosters team commitment, spirit, pride and trust; develops cooperative working relationships with others


Foundational, Professional/Supervisory, Managerial, Executives






Effective Communication


Conveys information respectfully, credibly, and effectively


Foundational, Professional/Supervisory, Managerial, Executives






Continuous Learning & Development


Assesses and recognizes own strengths and weaknesses; takes initiative in pursuing self-development and learning to expand skills and increase knowledge


Foundational, Professional/Supervisory, Managerial, Executives






Commitment to Service Excellence


Strives to excel in meeting the needs of both internal and external customers in a fair and equitable manner. Delivers high-quality services with a commitment to continuous improvement


Foundational, Professional/Supervisory, Managerial, Executives






Innovation


Applies original thinking in approach to job responsibilities and to improve processes, methods, systems or services


Foundational, Professional/Supervisory, Managerial, Executives








Physical Requirements/Working Conditions


Working Conditions
Office setting

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