JOB
Note: The physical work location for the position is: 7677 W. Bethany Home Rd. Bldg. E. Glendale, AZ 85303This is the second level in the administrative support series. Performs more difficult administrative support duties under limited supervision. This may include handling fees and fines, scheduling meetings, managing calendars, responding to more complicated general inquiries, high speed typing and volume word processing.
EXAMPLE OF DUTIES
Answers incoming phone calls and greets walk-in customers, answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed. Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, and check requests. May collect payments and fees from customers. Receives, processes, and accepts applications, registrations, reservations, forms, and permits; inputs data into electronic databases. Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested. Updates, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, and other related materials. Gathers and compiles readily available data for reports and projects; interprets routine data. Makes travel arrangements. May attend divisional/department meetings; takes and transcribes minutes as necessary. Organizes and maintains filing systems; scans and indexes records into electronic document management systems; assists with records retention and destruction. Schedules appointments, meetings, interviews, and training for work unit including scheduling rooms and ordering supplies. Maintains inventories, divisional/departmental records, plans, manuals and standard operating procedures. May assist in coordinating events or programs, including scheduling rooms, ordering supplies, awards, and refreshments and sending invitations. Assembles and reviews files or records, updates materials, prepares material for action, and makes final distribution of records, files, or information. May research and compile information for Public Records Requests. May act as department procard liaison; reallocate charges as needed and appropriate. May prepare department Personnel Action Forms and/or manage the time and labor system for the department. May act as point of contact for department IT requests and maintenance requests. Schedules meetings, conference room bookings; maintains various electronic calendars and prepares reference materials. Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Office setting
