Administrative Aide

The Administrative Aide position within the City of Phoenix Aviation Department supports the Aviation Facilities and Services Division, assisting with various administrative functions. This role is integral in maintaining the efficient operation of the division by providing comprehensive support to multiple sections and leadership. This includes managing payroll, coordinating meetings, supporting hiring processes, creating reports and presentations, and handling correspondence.

Job Duties

• Assist with hiring processes for the division.
• Review payroll for multiple work groups.
• Manage calendars and schedule meetings.
• Perform administrative tasks, including writing and editing reports.
• Process travel paperwork.
• Create PowerPoint presentations for managers.
• Build and edit Excel spreadsheets.
• Answer phone calls and emails.
• Utilize software tools such as Word, Excel, and Outlook.

Ideal Candidate

• Attention to detail.
• Strong computer and organizational skills.
• Effective team collaboration.
• Excellent customer service, especially in challenging situations.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel).
• Good judgment and responsible behavior.

Benefits

• Traditional pension with contributions.
• 401(a) and 457 plans with employer contributions.
• Generous medical HMO, PPO, or HSA/HDHP plans.
• Wellness incentive up to $720 annually.
• Dental, vision, and life insurance.
• Employer-paid long-term disability.
• Free bus/light rail pass.
• Tuition reimbursement up to $6,500/year.
• Paid time off: 13.5 holidays, 12 vacation days, 15 sick/personal days.
• Paid Parental Leave up to 480 hours (12 weeks) for eligible employees.
• Federal Student Loan Forgiveness through Savi.

Minimum Qualifications

• Four years of clerical experience.
• Or, a Bachelor's degree in public/business administration or related field.
• Equivalent combinations of education and experience are considered.

Preferred Qualifications

• Experience reviewing payroll.
• Ability to multitask in a fast-paced environment.
• Familiarity with training record management.
• Experience hosting virtual meetings (e.g., Webex, MS Teams).
• Knowledge of specialized databases (e.g., SAP, E-Procurement, EXIGIS, Legistar).
• Experience supporting hiring processes.
• Strong writing skills for clear and organized documentation.
• Advanced administrative support experience for multiple staff.