Overview
Admin, Branch Jobs in Arlington, TN at Wind River Environmental LLC
Description
ABOUT GLENDALE POLICE DEPARTMENT
Located on the western edge of the Phoenix metropolitan area, Glendale is a culturally diverse community with approximately 255,000 residents. Glendale is also an exciting sports, shopping, and entertainment destination, famous for its well-preserved charm.
The Glendale Police Department employs 459 sworn officers and 163 civilian employees. The Department is organized into three functional bureaus: the Operations Bureau, the Investigative and Administrative Services Bureau, and the Support Services Bureau.
Working under the Support Services Division, the Management Assistant will be part of the Glendale Police Department’s Administrative Support team. We are seeking a candidate with experience working in support of city leadership or elected officials, with preference given to applicants who possess a keen awareness of emerging technology within the law enforcement industry. Additionally, the person selected must be detail-oriented, have a passion for providing excellent customer service to both internal and external partners, and have the ability to manage multiple projects or priorities simultaneously.
IMPORTANT NOTE: All communication, including interview invitations, will be sent by email. Please be sure to use a valid email address on your application and check your email regularly.
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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. Manages executive calendars, prepares agendas and meeting minutes, creates reports and documents, and oversees projects of moderate complexity. May provide support to technical services, assisting with the presentation of data and working with vendors to coordinate product demos for executive command staff.
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. Preference will be given to candidates with experience working in support of city leadership or elected officials, and applicants with a keen awareness of emerging technology in the law enforcement industry. Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.
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
Success Factors
Definitions
Classification Levels
Personal Accountability & Integrity
Takes personal responsibility for the quality and timeliness of work and in complying with organizational rules, policies and procedures. Earns others’ trust and respect through consistent honesty and professionalism.
Foundational, Professional/Supervisory, Managerial, Executives
Teambuilding & Collaborative Relationships
Inspires and fosters team commitment, spirit, pride and trust; develops cooperative working relationships with others.
Foundational, Professional/Supervisory, Managerial, Executives
Effective Communication
Conveys information respectfully, credibly, and effectively.
Foundational, Professional/Supervisory, Managerial, Executives
Continuous Learning & Development
Assesses and recognizes own strengths and weaknesses; takes initiative in pursuing self-development and learning to expand skills and increase knowledge.
Foundational, Professional/Supervisory, Managerial, Executives
Commitment to Service Excellence
Strives to excel in meeting the needs of both internal and external customers in a fair and equitable manner. Delivers high-quality services with a commitment to continuous improvement.
Foundational, Professional/Supervisory, Managerial, Executives
Innovation
Applies original thinking in approach to job responsibilities and to improve processes, methods, systems or services.
Foundational, Professional/Supervisory, Managerial, Executives
Physical Requirements/Working Conditions
Working Conditions
Office setting
Applying in this recruitment does not preclude you from applying in other City of Glendale recruitments. If you are not selected for this position, you would need to reapply to receive consideration. Candidates will be notified by email of their standing in the recruitment process, including any limitations on reapplication.
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.
Glendale is an Equal Opportunity Employer and values diversity at all levels of the workforce.
Applicants may obtain a copy of the City of Glendale’s EEOP Utilization Report here (Download PDF reader) or upon request from the City of Glendale’s Human Resources & Risk Management Office.
Benefit information is outlined here: https://www.glendaleaz.com/cms/One.aspx?portalId=15209085&pageId=15331883
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Title: Admin, Branch
Company: Wind River Environmental LLC
Location: Arlington, TN
