Management Assistant - Emergency Management

• Manages the calendars of the department head, scheduling appointments and meetings.
• 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.
• Answers phones and directs calls; greets visitors as needed.
• Types and proofreads correspondence, reports, legal documents, marketing materials brochures, and may assist in preparing comprehensive reports and planning documents.
• 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.
• 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.
• 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.
• Coordinates the City Council agenda processes for a department or division; compiling staff reports and related documents; coordinating the duplication, collation, and submission of agenda documents by deadlines.
• Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and pro-card reconciliations.
• 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.
• 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 for as needed for department management / staff and prepare authorizations for reimbursement.
• May prepare Personnel Action forms as needed.
• May assist with grant submission process; may track and monitor grant expenses.
• Coordinate with external agencies on various programs and events.
• Prepares reports, financial records, 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.
• 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.
• Coordinates meetings, prepares agendas, assembles materials, takes and transcribes minutes; follows up on committee assignments. May serve as administrative support for various committees.
• 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.
• May respond to a varied and often complex requests or complaints from employees or the general public.
• Performs other related duties as assigned.

City of Glendale