Management Assistant

Position Scope

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

Salary range is the entire compensation range for the position classification

GENERAL PURPOSE: The Management Assistant role involves providing technical and professional support, project management, conducting research and efficiency studies, preparing reports and presentations, analyzing statistics, and performing liaison duties. The position requires initiative, independent judgment, minimal supervision and may supervise staff.

Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Collects financial, technical, and administrative data for reports; updates and corrects databases; prepares and submits financial and technical reports.

• Composes correspondence and documents on a wide range of subjects requiring knowledge of department programs, services, and policies; creates, develops, and manages standard operating documents and other communications.
• Coordinates information and ensures effective communication between departments; clarifies and reconciles issues related to department functions and budget.
• Coordinates, develops, drafts, and updates department/division strategic and operational plans; facilitates and leads sessions with department divisions and work groups to assist in strategic planning efforts.
• Demonstrates continuous effort to enhance communications, solve problems, improve operations, decrease turnaround times, streamline work processes, and direct continuous improvements.
• Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; prepares meeting agendas and presentation materials; takes and transcribes meeting minutes, and prepares summaries as required.
• Manages projects by researching and analyzing information, compiling results, developing reports, making presentations, and tracking project timelines, due dates, and milestones.
• Manages the APWA accreditation.
• Performs financial administration for the department, including providing input for the annual budget, reconciliation, preparing requisitions, submitting change orders, and processing payments; provides and explains technical and financial information to city staff and management.
• Prepares budgetary reports, analyzes and interprets data, and conducts research; develops logical and analytical conclusions on trends and forecasts; identifies opportunities to maximize resource efficiency.
• Prepares PowerPoint presentations for directors, council, executive management, outside agencies, neighborhood meetings, etc.
• Prepares high-level department/division reports for city council and executive management, including council action reports.
• Utilizes strategic planning, project management, organizational and coordination skills necessary to work with internal and external stakeholders.
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:
Bachelor’s Degree in Public or Business Administration, and two (2) years’ experience in project management and administrative support, including one (1) year of public sector experience; OR an equivalent combination of education and experience. Master of Business Administration or Public Administration preferred.

Necessary Knowledge, Skills and Abilities:
Knowledge of:

• City policies and procedures.
• Project management principles and techniques.
• Broad knowledge in a general professional or technical field. ?
• Research methods and technical report writing.
• Principles and practices of accounting, statistical analysis and budgets.
• Principles and practices of record keeping and records management.
• Must have proficient skills in research methodology and be an effective communicator - both written and oral.?Knowledge of Windows, Microsoft Office, Internet research protocol, and database management software is needed.

Skill in:

• The ability to read and comprehend contracts, agreements, and council actions.
• The ability to perform general math calculations such as addition, subtraction, multiplication and division.
• Reading and understanding City, state and Federal rules and regulations.
• The ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation and grammar.
• Supports the preparation of budget documents; may do research to justify data used in documents for a unit or division of a department. May recommend budget allocations. Often compiles data and/or enters or oversees data entry. May have responsibility for monitoring budget expenditures.
• Working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities.

12 Month Goals:

• Learn and apply the mission, vision and values of Buckeye
• Establish a positive working relationships with other department peers
• Become knowledgeable about department operations and strategic goals
• Independently create and submit council action reports
• Manage the department budget

Additional Information

Special Requirements: Valid Arizona Driver’s License.

Physical Demands / Work Environment: Standard office environment.

Reports To: Department Director or designee

Supervision Exercised: May lead or supervise administrative staff

FLSA Status: Exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 1/29/2025 11:59 PM Mountain

• 

• City of Buckeye, AZ

• 623-349-6000

Show more