Administrative Support Assistant

Administrative Support

Salary: This position is a Grade 309 with an annual salary between $40,680-$61,019.

About Us and the Role: The City of Glendale's Transportation Department provides quality public transit facilities and services that support and enhance a safe and high quality of life for our residents, while helping to improve and sustain the environment. 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.

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. You can review the FY26-27 Benefits Guide or visit the City of Glendale's Benefits page for more information.

Holiday, Vacation, and Sick Leave: Regular status position's offer: The City of Glendale observes 10.5 holidays per year, and full-time employees are also granted an additional 12 hours of holiday special leave per calendar year to celebrate their cultural or religious holidays. Vacation leave accrues at 5.33 hours per pay period (138 hours per year), and increases to 6.12 hours after 5 years, and to 7.6 hours after 10 years of service. Sick leave accrues at 4.4 hours per pay period (114 hours per year).

Retirement: This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 11.98%.

Essential Functions

1. Answers incoming phone calls and emails; greets walk-in customers.
2. Enters customer service requests into the city's GlendaleOne system.
3. Responds to varied inquiries and provides general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
4. Processes daily cash deposits and reconciles revenue reports.
5. Updates and maintains multiple spreadsheets, reports, and databases from established content; runs reports and queries as requested.
6. Compiles, copies, sorts, organizes, and files records, materials, and documents.
7. Provides divisional clerical assistance.
8. Acts as the primary Public Records Request liaison for the department.
9. Schedules appointments and routine meetings, and reserves conference rooms.
10. Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
11. Processes/manages utility bills and utility records for multiple city accounts.
12. Sorts and distributes departmental incoming mail to department staff.
13. Prepares and sends outgoing mail in a timely manner.
14. Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

One year of experience in an office setting performing general clerical duties. Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying. 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 Success Factor Classification Level - Foundational To view the success factor definitions please click here. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Physical Requirements/Working Conditions

Working Conditions Office setting