Management Assistant I - Finance Department

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The Finance Department is committed to protecting public funds, supporting transparency, and delivering exceptional customer service. We are seeking a highly motivated Management Assistant I to join our administrative team to provide essential front-line office support to nine divisions across the department.

This role is a key first point of contact for employees, external partners, and members of the public. The Management Assistant I is responsible for providing daily in-office administrative support, managing inquiries received in person, by telephone, and via email, and directing customers to the appropriate division or resource. In addition, this position plays a critical role in supporting executive leadership, including the Finance Director and the Chief Financial Officer (CFO).

Key responsibilities include:

• Managing executive calendars and department quarterly meetings
• Gathering and organizing information
• Maintaining filing systems and data
• Assisting on cross-departmental projects requiring collaboration with other City departments or external stakeholders
• Coordinate and route the department's travel requests for approval
• Support ongoing records retention efforts
• Assist with onboarding new hires
• Monitor progress on projects assigned to the administrative team to ensure timely and accurate completion.

The Management Assistant I is an integral member of a high-performing administrative team. The ideal candidate will be proactive, detail oriented, and committed to providing outstanding customer service while supporting department-wide goals. This is an opportunity to contribute to meaningful public service in a collaborative and fast-paced environment.

This position is required to be in office Monday-Friday supporting the Executive team on-site.

• Responds promptly to customer needs and actively monitors the status of assigned tasks and projects.
• Demonstrates commitment to continuous improvement, collaborative teamwork, and excellent customer service.
• Communicates effectively with staff at all levels of the organization.
• Possesses strong written and verbal communication skills.
• Ability to be resourceful with incoming requests and manage day to day responsibilities with minimal direction.
• Coordinates work across multiple departments and stakeholders with professionalism and clarity.
• Exercises sound judgment, resourcefulness, and the ability to manage day to day responsibilities with minimal direction.

Pay Range: $63,044.80 to $102,668.80 annually.

Hiring Range: $63,044.80 to $84,468.80 annually.

Pay Range Explanation:

• Pay range is the entire compensation range for the position classification.
• Hiring range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

Internal Only: Please understand that this is pay grade 057. If selected, your salary offer will be based on the applicable promotion or demotion worksheet in accordance with the City Pay Ordinance.

• Promotions occur when the last two digits of the pay grade increase.
• Demotions occur when the last two digits of the pay grade decrease.
• Lateral transfers occur when there is no change to the last two digits of the pay grade.
• When there is a change in the first digit of the pay grade, there may also be a change to your classification or unit.

Your job classification can be found in eCHRIS > Personal Details under your name, located in the top left section of the page.

The pay grade and classification/unit of your current position may be found by looking up your job title on the job description page.

A comprehensive benefits package is offered which includes:

• for more details: Pension Information
• 401(a) and 457 plans with employer contributions
• Choice of generous medical HMO, PPO, or HSA/HDHP plans
• Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan
• Wellness incentive of up to $720 annually
• Dental, vision, and life insurance options
• Employer paid long-term disability
• Free Bus/light rail pass
• Tuition reimbursement program up to $6,500 per year
• Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days
• Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period
• Federal Student Loan Forgiveness offered through Savi

For more details, visit: Unit 007 Benefits

• One year of experience in governmental research, finance or public administration.
• Bachelor's degree in public or business administration or a related field, and completion of required course work for a master's degree in public administration, political science, or a related field.
• Other combinations of experience and education that meet the minimum requirements may be substituted.
• All finalists for positions are subject to a criminal background check applicable to the department or position.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
For information regarding pre-screening and driving positions,
• .
• The City job description can be found here.

The minimum qualifications listed above, plus:

• Experience serving as a liaison for internal and external partners, stakeholders, or cross functional workgroups.
• Experience with SAP/SRM or similar systems in a shopper or procurement role.
• Experience with records management systems or formal records retention programs.
• Experience managing front-office operations.
• Experience gathering, reviewing, and incorporating stakeholder feedback into final reports, memos, or documents prepared for executive management review.
• Experience tracking and monitoring expenses.
• Experience providing customer service in person and over the phone.
• Two years of direct professional experience creating or maintaining reports for executive level management.
• Experience supporting executive teams, committees or boards with scribing, creating agendas and coordinating meetings.

Recruitment closes May 21, 2026. All materials must be received by 11:59 p.m. on this date.

This is a position-based recruitment and will not result in any ongoing eligibility list. This recruitment and any selection processes resulting from this recruitment may be used to fill other related vacancies within the organization now or in the near future.

Apply online by completing the required information and attaching, as one document, your cover letter and resume. Please include your experience as it relates to the qualifications stated above. Only the highest qualified may be posted to the eligible to hire list. The results of the resume screening process will be sent to your primary email address.

• Job interviews may be held by video or audio conference.
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• If you require assistance at any stage of the application process due to an accessibility issue, please contact the Human Resources Department by phone at (602) 495-5700 or by text at (800) 367-8939. You may also fill out and submit a Reasonable Accommodation Request Form.

Management Asst I, JC:05310, ID# 61733, 05/15/26, USM, PA, Benefits:007

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City of Phoenix is an equal opportunity employer. AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.