Provides a high level of secretarial and administrative support. Manages projects, planning processes and provides information and assistance as requested. Answers telephones, processes mail, provides customer assistance, and researches information. Manages records and various department accounting functions. Although this position may share many of the same types of duties as a Staff Assistant, the Administrative Assistant level is distinguished by the performance of administrative support work that has greater variety, complexity, sensitivity, exposure, and autonomy.
The ideal candidate will have at least three years of administrative experience and a proven track record of providing high-level secretarial and administrative support. This individual will offer information and assistance as needed, while managing various responsibilities, including handling telephone inquiries, processing mail, managing records, and overseeing various accounting functions. The successful candidate must thrive in a fast-paced environment with frequent interruptions, be proficient in Microsoft Office, comfortable using various software applications, and maintain strong attention to detail. Strong organizational skills and the ability to research and analyze complex data are essential. The ideal candidate will be collaborative, an effective communicator, and open to change, actively participating in continuous improvement initiatives that enhance efficiency, streamline processes, and drive meaningful change within the department and organization. They should demonstrate initiative by identifying opportunities for improvement, taking proactive steps to solve problems, and contributing innovative ideas that support operational success. A strong sense of ownership and a commitment to fostering a culture of innovation and excellence are key attributes. Excellent customer service skills, experience working with internal and external customers, and the ability to meet deadlines while managing multiple priorities are required.
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:
Adaptability - Integrity - Initiative - Empathy - Optimism – Innovation
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 and assessment.
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.
- 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.
First Month Objectives:
- Attend Goodyear Employee Orientation (GEO) and complete all associated assignments, trainings, and meetings within the first 30 days.
- Read and review (sign where required) City policies and schedule a meeting with your supervisor to discuss any questions.
- Review and understand City Core Values and how they relate to your role.
- Complete the Gallup Strength’s Assessment and review with your supervisor.
- Complete hands-on training for all relevant internal software applications.
- Access and explore the Engineering SharePoint site to understand document storage, workflows, and collaboration tools.
- Review existing standard operating procedures (SOP’s) or job aids related to administrative tasks.
- Begin entering requisitions and processing invoices under supervision.
- Begin handling department phone calls and emails under supervision while assisting with mail processing, meeting scheduling, and office supply ordering.
First 3 Month Objectives:
- Independently enter requisitions and process invoices with minimal supervision, reviewing entries for accuracy.
- Upload and organize documents within the Engineering SharePoint and understand access, document retrieval, and version control.
- Draft at least one SOP’s for a recurring administrative tasks (e.g., processing requisitions, scheduling meetings). Review the draft SOP’s with designated team member for feedback.
- Assist in coordinating travel authorizations with proper documentation and the fulfillment of public records requests as needed.
- Identify and suggest at least one process improvement related to administrative functions.
- Assist in the development of standardized templates for correspondence, reports, and internal documents.
First 6 Month Objectives:
- Develop a tracking system for requisitions and invoices using Excel or SharePoint.
- Maintain an organized document management system in SharePoint.
- Continue drafting SOP’s for administrative tasks. Review the draft SOP’s with designated team member for feedback.
- Assist in coordinating department meetings, events, and the City table for conferences including: Researching and proposing theme ideas, planning table setup and logistics, coordinating purchase of promotional materials and/or food, preparing and gathering marketing materials.
First 12 Month Objectives:
- Lead an improvement initiative for better organization of Engineering SharePoint files and implement naming conventions and folder structures to enhance accessibility.
- Lead or actively participate in at least one continuous improvement initiative that enhances efficiency within the department.
- Develop and implement at least one new process to improve administrative workflows.
