Management Assistant

Job Title

Administrative Support III

Job Description

About Us:

The City of Glendale's Transportation Department works to ensure safe and efficient travel for the people of Glendale.

The Role:

This is the third level in the administrative support series. Performs a variety of moderately complex administrative activities in support of a department, division or multiple programs. May manage executive calendars, monitor and track program and/or divisional budgets, create reports and documents, prepare agendas and meeting minutes, provide information and reports to the public, oversees projects of moderate complexity and monitor contracts.

Salary and Hiring Bonus:

This position is a Grade 316 with an annual salary between $57,241 - $85,861 (Note, this salary range is effective 6/27/2026)

Benefits:

The City of Glendale offers a generous benefits package with competitive rates that become effective the 1st of the month following 30 days of employment. Below are some City of Glendale benefits resources for your review: Benefits Guide FY 25 Benefits Book

Essential Functions

Coordinates the City Council agenda processes for a department or division; this includes producing spreadsheets and calendars with due dates; compiling staff reports and related documents; obtaining appropriate signatures; coordinating the duplication, collation, and distribution of agenda packets by deadlines.

Maintains budget files; tracks, monitors, and reconciles department or program budget accounts, expenditures, transactions, and reports; investigates discrepancies; may assist in estimating expenditures for a program or division.

Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and procard reconciliations.

Serves as administrative support for various committees and Boards and Commissions; coordinates meetings, prepares agendas, assembles materials, takes and transcribes minutes; follows up on committee assignments.

Manages the calendars of the department head and department management, scheduling appointments and meetings.

Arranges for meetings including preparation of agenda, attendee invites, reservation of facilities, hand-out materials, catering, guest speakers, etc.

Attends meetings; record, prepare and distribute minutes.

As requested, oversees projects of moderate complexity, coordinating efforts and activities with other departments

May lead the work of a small number of administrative support staff.

Responds to inquiries from internal and external customers and resolves more complicated requests, ensuring customer service excellence.

Reviews and processes requisitions and ensures that content is accurate and conforms to current policy.

Types and proofreads correspondence, reports, charts, graphs, legal documents, marketing materials and brochures, and may assist in preparing comprehensive reports.

May receive and collect fees and fines. Ensures the proper accounting, reporting and tracking of received monies.

May coordinate and monitor contract renewals and submissions for department, including monitoring approval deadlines, ensuring that all signatures and approvals are received, routing the contracts where needed, etc.

May make travel arrangements and prepare authorizations for reimbursement.

May prepare Personnel Action forms as needed.

May assist with grant submission process; may track and monitor grant expenses.

Answers phones and directs calls; greets visitors as needed.

Responds to a varied and often complex requests or complaints from employees or the general public.

Coordinate with external agencies on various programs and events.

Maintains calendar of office/division activities, meetings and various events; plans, schedules and coordinates appointments, meetings, interviews, training, special events and meetings among several departments and/or external organizations.

Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, agendas and other materials for internal and external use.

Prepares reports, financial records, contracts, and manuals; assists in the preparation of quarterly and/or annual reports.

Conducts research and gathers information from multiple sources for divisional or department projects.

Creates, updates, and maintains databases specific to a program, division or department.

Attends departmental or citywide meetings; records and distributes meeting minutes as appropriate.

Makes travel arrangements as needed for department management and staff

Orders, stocks, and distributes office supplies, uniforms, and equipment for work unit; matches invoices to packing slips and validates deliveries; resolves any issues with the vendor.

Establishes, organizes, maintains filing system; scans and indexes records into electronic document management systems; performs records retention and destruction.

Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

Three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably working in a similar role and department. Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

Knowledge of:

• Departmental policies and procedures
• Record keeping practices and procedures
• Customer service procedures and techniques
• Standard office practices and procedures
• Budget monitoring and tracking
• English spelling, grammar and punctuation
• General bookkeeping practices and methods

Skill in:

• Typing, word processing, data entry and office machine operation
• Computer operation and applicable software

Ability to:

• Plan, organize and prioritize work assignments
• Operate computers with an intermediate proficiency in office software applications
• Communicate effectively, both orally and in writing
• Establish and maintain effective working relationships
• Meet deadlines of multiple competing projects
• Maintain the confidentiality of sensitive information
• Perform arithmetic calculations with speed and accuracy
• Establish and maintain complete and accurate record keeping and filing systems
• Follow oral and written instructions
• Respond to requests and inquiries tactfully and courteously
• Gather data and prepare written correspondence and reports
• Track, monitor and reconcile budgets

Success Factor Classification Level - Foundational

Physical Requirements/Working Conditions

Office setting