Management Assistant

Description

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

Third‑level administrative support in a public department. Performs moderately complex activities such as managing executive calendars, monitoring and tracking program and divisional budgets, creating reports and documents, preparing agendas and meeting minutes, providing information to the public, and overseeing projects of moderate complexity and contracts.

Three years of progressively responsible experience providing moderately complex administrative support and management assistance, preferably in a similar role and department.

Three years of progressively responsible experience providing moderately complex administrative support and management assistance. Equivalent combinations of education, training and experience may be substituted, with one year of relevant experience substituting for each required year of education.

Grade 316, annual salary range $57,241 – $85,861 (effective 6/27/2026).

The City of Glendale offers a competitive benefits package effective the 1st of the month following 30 days of employment.

• Coordinate the City Council agenda processes, including spreadsheets, calendars, staff reports, and signatures.
• Maintain budget files and reconciliations, investigate discrepancies, and assist in estimating expenditures.
• Process and verify general financial and purchasing functions such as purchase requisitions, service orders, invoices, check requests and pro‑card reconciliations.
• Serve as administrative support for committees, boards and commissions; coordinate meetings, prepare agendas, take minutes and follow up on assignments.
• Manage calendars of department heads and management.
• Arrange meeting logistics, including agenda preparation, invitations, facility reservations, and catering.
• Attend meetings, record and distribute minutes.
• Oversee moderate‑complexity projects and coordinate with other departments.
• Lead a small number of administrative support staff as needed.
• Respond to internal and external inquiries and resolve more complex requests.
• Review and process requisitions, ensuring accuracy and adherence to policy.
• Type, proofread and edit correspondence, reports, charts, graphs, legal documents, marketing materials and brochures.
• Collect fees and fines, and account for received monies.
• Coordinate and monitor contract renewals and submissions.
• Make travel arrangements and authorizations.
• Prepare personnel action forms as required.
• Assist with grant submission, tracking and reporting.
• Answer phones and greet visitors.
• Respond to complaints from employees and the public.
• Coordinate with external agencies on programs and events.
• Maintain calendars for office/division activities and events.
• Compose, edit and proofread documents and other materials.
• Prepare reports, financial records, contracts and manuals.
• Conduct research for divisional or department projects.
• Create, update and maintain program or departmental databases.
• Attend city‑wide meetings and record minutes.
• Arrange travel for department management and staff.
• Order and distribute office supplies, uniforms and equipment; reconcile invoices with packing slips.
• Manage filing systems, scan and index records, and perform records retention and destruction.
• Perform other related duties as assigned.

• 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

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

• Plan, organize and prioritize work assignments
• Operate computers with intermediate proficiency in office software
• Communicate effectively, both orally and in writing
• Establish and maintain effective working relationships
• Meet deadlines of multiple competing projects
• Maintain confidentiality of sensitive information
• Perform arithmetic calculations with speed and accuracy
• 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

Office setting.