The ideal candidate has a minimum of 3 years' experience in a support role, with experience in public safety preferred. Experience with finance transactional items is required, including purchasing and invoicing. The individual will have worked with confidential records or data entry previously and can demonstrate organizational skills in a fast paced, fluid environment.

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 that 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:

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.

This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Plans, coordinates, and schedules meetings, and business travel arrangements. Performs a variety of administrative duties, such as planning and scheduling meetings, coordinating business travel, managing the calendars of assigned staff, taking and recording minutes at meetings, preparing meeting agendas, responding to requests for information, processing incoming and outgoing mail, drafting of letters and memoranda, maintaining a follow-up system, gathering information and data for department staff such as, coordinating departmental field trips and business travel, preparing monthly status reports, processing invoices, ordering supplies, reconciling monthly credit card statements, managing, updating, and tracking business contracts, budget preparation, and managing the Departments website.
• Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal.
• Assists department with records management (may serve as Records Control Officer), report preparation, special projects and activities, CARs, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department.
• Assists with the preparation of personnel actions including new hires, promotions, terminations, transfers, and coordinates the recruitment process with Human Resources. Assists with payroll processing.
• Performs general financial and accounting procedures for the entire Department by reconciling Department staff monthly procurement card purchases, coordinating and centralizing the purchase of Department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system.
• Develops, edits, or compiles various department reports such as the weekly activity report, monthly City Manager’s report, monthly project status report, annual strategic plan, etc.; analyzes statistical data and generates standard reports.
• Provides support to others within the department as necessary.

• Formal Education/Knowledge: 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. Community college, vocational, business, and technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience: Minimum two years’ experience in a related field.
• Certifications and Other Requirements: Valid Driver’s License.
• Reading: Work requires the ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies.
• Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.
• Writing: Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• Managerial: 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.
• Policy/Decision Making: Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
• Technical Skills: Broad Application - Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities.
• Interpersonal/Human Relations Skills: Moderate - 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.

12 MONTH OBJECTIVES

First Year Objectives –
Administrative Assistant

First 3 Months:

• Become familiar with the department's organizational structure and begin to build relationships with other staff members.
• Demonstrate ability to accurately enter requisitions, PO change orders, purchasing card reconciliations and receipt of invoices in Munis and use Executime for timesheet entry.
• Demonstrate ability to organize and prioritize multiple tasks, making the most efficient use of time.
• Work with full time Quartermaster to become familiar with quartermaster functions to provide back up capability.

First 6 Months:

• Provide written feedback on improvements or process as necessary.
• Demonstrate ability to maintain good working relations with vendors and maintain current catalogs and vendor information.
• Conduct research on product information and make purchase recommendations.
• Demonstrate ability to assess priorities, identify problems or inefficiencies, and contact field personnel or vendors to reach appropriate solutions.
• Demonstrate ability to track items through the purchasing process, ensure specifications of contract and/or purchase order are met, verify completeness of ordered supplies and equipment, and work with the Finance department to resolve discrepancies as needed.

First 12 Months:

• Be able to conduct any audits or reviews of records or other training information in a well-organized manner.
• Complete all department and city training requirements by stated deadlines.