• Job Description

  Req#: 4458614
  This classification performs advanced level duties for the department pertaining to the budget in regard to processing payroll, accounts payable, purchase orders and requisitions, working independently on routine tasks and performing the more advanced functions of the series.
  
  ESSENTIAL FUNCTIONS
  All classifications may perform the following essential duties:
  
  Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
  
  Prepares, proofs, and distributes letters, emails, memos, reports, agendas, minutes, or other written materials.
  
  Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving, or storing materials. Checks accuracy and completeness of information being filed.
  
  Collects and inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals, and reports using a variety of computer applications.
  
  Maintains purchasing records and invoices.
  
  Compiles and copies information using a copier, and distributes finished material by mail, e-mail, facsimile machine, or interoffice delivery.
  
  Determines appropriate form letters or notices to send in response to routine requests for information.
  
  Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders, or requests.
  
  Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages.
  
  Coordinates department response to public records requests and subpoenas.
  
  Prepares treasury receipts.
  
  May represent the Department on various departmental, City-wide, or community-based committees.
  
  Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports.
  
  Performs detailed special projects and research assignments.
  
  Collaborates with other departments in completing special projects and reports.
  
  Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.
  
  May prepare and process claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents.
  
  Orders supplies as needed.
  
  Processes or reviews purchase order and requisition requests for the department and maintains purchasing records.
  
  Performs all accounts payable functions for the department to include invoices and procurement cards.
  
  Produces budget, spending, contract, and purchase order reports to staff.
  
  Assists new and promoted personnel with purchasing policies and procedures.
  
  Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy.
  
  May drive on City business as necessary.
  
  Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.
  
  Performs other related duties as assigned or as the situation requires.
  
  When assigned to the Fire Department, depending upon assignment, essential functions may include the following:
  Coordinates the administrative functions within all divisions of the Glendale Fire Department. Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records. Processes purchase order and requisition requests for the department and maintains purchasing records. Performs all accounts payable functions for the department to include invoices and procurement cards. Produces budget, spending, contract, and purchase order reports to staff. Assists new and promoted personnel with purchasing policies and procedures. Ensures spending limitations with vendors to maintain in alignment with the city’s purchasing policy. Assembles and issues supplies, materials, books, or other literature in response to requisitions, orders or requests. Interacts with the public or internal customers in person or over the telephone and directs them to the appropriate person or department, provides routine information, and/or records messages. Coordinates department response to public records requests and subpoenas. Coordinates the administrative functions of the Emergency Medical Services (EMS) program in the absence of EMS administrative staff. Provides assistance to the members of the Command Staff as necessary. Processes payroll for all Fire Department personnel and maintains employee attendance/payroll records.
  
  When assigned to the Police Department, depending upon assignment, essential functions may include the following:
  Manages the Police Department's Alarm Desk program appeals and provides customer service to program participants. May assist with liaison functions between the Police Department and the Finance Department to assure purchasing, accounts payable and payroll functions run effectively. Manages all departmental contracts and purchase orders. Verifies invoices for payment, inclusive of the review and processing of medical bills associated with DUI grant, in custody prisoners, and pre-booking medical clearance. Monitor, review, and process TCDUI cost recovery and other billing functions. Coordinates with Department personnel operating specific grants, coordinates with grantors, and performs all grant-related administration including accounts receivable and reporting functions. May assist with coordinating all reservations and agreements for the use of the Police Community Room. Monitors and maintains department contracts. May assist in budget preparation and monitoring. May coordinate department response to public records requests and subpoenas.Experience and Education
  Bachelor’s Degree with six years of clerical or operational support experience. Experience working in a public safety environment is highly desirable.
  
  License(s) / Certification(s)
  Valid California Class C driver's license.
  
  Special Conditions
  TATTOO POLICY - Unless otherwise exempted, no employee of the Glendale Police or Fire Department shall have any visible tattoos or other skin markings.
  
  Knowledge, Skills & Abilities
  Knowledge of: (All positions)
  Exceptional customer service practices.
  Automated time and attendance software.
  Basic mathematical operations such as addition, subtraction, multiplication, and division.
  Department policies, rules, regulations, and responsibilities.
  Microsoft Office software programs, including Word, Outlook, and Excel.
  Modern office practices, procedures, and equipment.
  Public Records Act.
  
  When assigned to the Fire Department:
  Knowledge of:
  Applicable HIPPA regulations.
  Enterprise Resource Planning (ERP) system such as Munis.
  Records retention practices and regulations.
  Telestaff Kronos
  
  When assigned to the Police Department:
  Knowledge, Skills, and Abilities
  Knowledge of:
  Enterprise Resource Planning (ERP) system such as Munis.
  Records retention practices and regulations.
  Telestaff Kronos
  
  Skill in:
  Providing exceptional customer service to internal and external customers.
  Applying common sense and logic in decision-making.
  
  Ability to:
  Provide exceptional customer service to those utilizing departmental services.
  Analyze and reconcile records.
  Communicate effectively in English, both orally and in writing.
  Detect recording errors quickly and efficiently.
  Establish and maintain smooth working relationships, resolve inter-personal conflicts, and tactfully deal with all levels of employees and the public.
  Foster a teamwork environment.
  Handle confidential information with discretion.
  Maintain automated purchasing and payroll records.
  Model and practice the highest standards of ethical conduct.
  Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.
  Read, write, and comprehend directions in English.
  Word process general correspondence and reports using a personal computer and word processing software applications.
  
  Other Characteristics
  Willingness to:
  Work necessary hours and times to accomplish goals, objectives and required tasks in a timely manner.
  Assume responsibility for maintaining a safe working environment.
  
  Note
  An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.
  
  Promotional Eligibility
  Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment and is occupying a permanent full-time classification on file in the Human Resources Office. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).
  
  Exceptional Customer Service Policy
  The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.
  
  Please click on the link to read the Exceptional Customer Service Policy .
  EVALUATION OF APPLICATION: All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process.
  WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate's ability to be successful in this position. Exam will be relevant to the duties of this position. Due to the large amount of applications received, only the top scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.
  
  
  ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position. Due to the large number of applications anticipated, the City of Glendale cannot guarantee that all applicants will be invited to an oral interview.
  BACKGROUND INVESTIGATION: A comprehensive background investigation will be conducted on all finalists, which will review and verify personal history including, but not limited to financial responsibility, criminal history, drug use history, driving record, and verification of application materials. Significant issues or omissions in the above-stated areas may be grounds for disqualification. Background investigation will include a polygraph and Livescan fingerprinting. For further information, please contact the Professional Standards Bureau at (818) 548-3117.
  TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.

• About the company

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