| Location | Avondale, AZ |
| Salary | $26.75–$40.11 Per Hour |
Administrative Specialist (City Administration)
Salary
$26.75 - $40.11 Hourly
Location
Avondale, AZ
Job Type
Full Time
Department
City Administration
Opening Date
11/05/2026
Closing Date
11/19/2026 11:59 PM Arizona
FLSA
Non-Exempt
Max Number of Applicants
150
Job Description
Bring your administrative talents to the City Manager's Office, where teamwork, service, and a commitment to our community guide everything we do!
We will accept the first 150 applications or applications up to the closing date, whichever comes first.
Provides administrative support in an effective and efficient manner to the City Manager's Office. Interacts with the Council, residents, and internal/external customers on behalf of City Management professionally and courteously. Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel. Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes, and prepares documents for distribution. Handles department accounts payable, processes purchase orders and invoices, and manages purchasing card reconciliations. Assists supervisors with managing payments, tracking invoices and purchase order balances. Assists with contract management and procurement processes. Coordinates the Citizens Leadership Academy and Avondale Ambassador Program.
Essential Functions
Provides support to the City Manager's Office by coordinating and scheduling appointments, arranging travel, composing, editing, and finalizing letters, memos, reports, and agendas, opening and sorting mail, tracking items for signature, and organizing, coordinating, and implementing meetings and Citywide events.
Tracks budget expenditures by verifying monthly budget expenditures, tracking invoices and purchase orders, managing ongoing payments, and recording purchase requisitions and purchase orders. Completes reconciliations for travel and procurement cards. Works collaboratively with the Finance & Budget Department to resolve issues and ensure timely invoice processing.
Communicates and coordinates workflow, operations, and support with the Department's Management Analysts to provide backup as needed during working hours.
Collaborates with City departments to obtain timely input for the bi-weekly City Departments update to Council. Reviews and proofs all submissions; formats all submissions into one document for approval by City Manager. Distributes to City Council and all staff.
Provides high-quality customer service by assisting internal and external customers and personnel, receiving and responding to incoming calls, emails, or in-person visits, and representing City Management in a professional, courteous manner. Enters resident requests in the customer response management system and communicates the progress and outcomes to City Management.
Maintains and orders office supplies as needed. Maintains decorum of the City Manager's Office, including appropriate seasonal decorations and general upkeep and organization of the Department's office and storage space.
Drafts and/or proofs correspondence by reviewing incoming correspondence requiring the City Manager's signature, editing for spelling, grammar, and accurate contract numbers, communicating with divisions as needed to resolve any issues/concerns, and routing documentation to the appropriate person for processing.
Maintains department/program references, such as vendor lists, code books, training manuals, standard operating procedures, and mailing lists. Maintains the organization of the Departments internal electronic filing system.
Plans and executes the annual Citizens Leadership Academy civic engagement program and the annual Avondale Ambassador civic engagement program by establishing the program budget, schedule, and marketing materials, attending and leading all classes after business hours, and managing participant communications.
To view the full job description and learn more about the responsibilities and qualifications, please click to view the Class Specification here.
Minimum Qualifications
Associate's Degree in Public Administration, Business Administration, or a closely related field. An equivalent combination of education and job-related experience may be substituted on a year-for-year basis.
Four (4) years of experience performing administrative and clerical duties, which included providing executive-level support. Experience administering community engagement programs and initiatives preferred.
Valid Arizona Operator's Driver's License.
Important Application Information:
To ensure your application receives full consideration, please take a moment to review your application before submitting it and make sure all required information is complete and accurate. Please note that incomplete applications cannot be processed, and resumes cannot be accepted in place of a completed application, unless otherwise noted on the job bulletin. Be sure to include all relevant education, training, certifications, and work experience that you would like considered as part of your application.
The City of Avondale offers a comprehensive benefits package with outstanding health and wellness benefits, financial perks, work-life balance, and more. Explore our Benefits Guide for full details!
For additional information, visit our website.
01
Select from the options below your highest level of completed education.
02
How many years of experience do you have in performing administrative and clerical duties at an executive level?
03
Please describe your experience administering community engagement programs and initiatives. If you do not have this experience, please enter "N/A".
04
Do you have a valid Arizona Drivers License or the ability to obtain one by the time of hire?
Required Question
Employer City of Avondale
Address 11465 Civic Center Dr.
Human Resources Department
Avondale, Arizona, 85323
Phone 623-333-2200