Job Description

Posting number: 2026-04827

Department: Police Services

Division: Police Support Services

Job classification: Management Assistant

Posting type: Open

Categories: Fleet Services, Public Safety

Summary

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$57,241.08 - $85,861.88 Annual Salary

$27.52 - $41.28 Hourly Salary

Benefits | City of Glendale, AZ

IMPORTANT INFORMATION

This recruitment process will be used to fill full-time Contract Fleet Services Assistant positions with the Glendale Police Department. Contract positions are one-year terms. The benefits offered with contract positions are medical, sick time, and ASRS retirement. As vacancies occur contract employees may have the opportunity to move to regular-status positions with full City benefits.

All communication, including testing invitations, will be sent by email. Please be sure to use a valid email address on your application and check your email regularly.

ABOUT GLENDALE POLICE DEPARTMENT

Located on the western edge of the Phoenix metropolitan area, Glendale is a culturally diverse community with approximately 250,000 residents. Glendale is also an exciting sports, shopping, and entertainment destination, famous for its well-preserved charm.

The Glendale Police Department employs 459 sworn officers and 163 civilian employees. The Department is organized into three functional bureaus: the Operations Bureau, the Investigative and Administrative Services Bureau, and the Support Services Bureau. Under these bureaus are six divisions: Administrative Services, Special Operations, Criminal Investigations, Support Services, Gateway Patrol and Foothills Patrol.

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Perform a variety of moderately complex administrative, technical, and analytical activities in support of the Police Department’s Fleet Services. Responsibilities include maintaining accurate fleet records, coordinating procurement and surplus processes, supporting budget tracking, overseeing automated fuel and telematics systems, and providing customer service to internal and external stakeholders. The role requires strong organizational skills, attention to detail, and the ability to coordinate across multiple units, vendors, and operational partners.

Examples of duties

1. Develops, organizes, and maintains structured filing systems; scans and indexes records into electronic document management systems; performs records retention, archiving, and destruction in accordance with established standards.
2. Performs data entry, maintenance, and quality oversight of Fleet information systems to ensure complete and accurate asset records.
3. Conducts research and data analysis related to cost management, fuel tax refunds, benchmarking, and special projects.
4. Coordinates vehicle and equipment procurement, upfitting, surplus processing, and disposal.
5. Coordinates with City Fleet Management on vehicle build requests.
6. Coordinates with Glendale Police IT Team on in-vehicle technology upfitting.
7. Manages contracts for fleet-related materials, supplies, equipment, and services; monitors approval deadlines and ensures required signatures and routing.
8. Assists with Fleet Services budget development, expenditure tracking, and reconciliation; investigates discrepancies and prepares related reports.
9. Maintains fleet records including registrations, titles, maintenance logs, compliance documentation, and digital filing systems.
10. Oversees automated fuel control systems and bulk fuel inventory, ensuring accurate daily transaction processing and integration with accounting systems.
11. Activates, configures, and coordinates telematics and GPS hardware across the fleet.
12. Coordinates documentation with internal departments and external agencies for acquisitions, disposals, and regulatory requirements.
13. Designs and implements automated workflows using Microsoft Forms and Power Automate to streamline data collection, approvals, and notifications.
14. Provides customer service to internal and external stakeholders; responds to inquiries and resolves moderately complex requests.
15. Orders, stocks, and distributes fleet-related supplies, uniforms, and equipment; validates deliveries and resolves vendor issues.
16. Creates, updates, and maintains databases specific to Fleet Services programs and projects.
17. Prepares reports, financial records, contracts, manuals, and quarterly/annual summaries.
18. Attends departmental or citywide meetings; records, prepares, and distributes minutes.
19. Coordinates meetings, prepares agendas, assembles materials, arranges facilities, and manages calendars for Fleet leadership.
20. Types and proofreads correspondence, reports, charts, graphs, and other documents; assists in preparing comprehensive reports.
21. Conducts research and gathers information from multiple sources for Fleet-related projects.
22. Performs other related duties as assigned.

Qualifications

One year of experience in office administration, clerical support, or customer service, demonstrating the ability to manage structured filing systems, maintain accurate physical and digital records, and prioritize multiple tasks in a fast-paced operational environment. Experience in logistics, automotive services, or fleet operations is preferred.

Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

Knowledge of:

Departmental policies and procedures

Customer service procedures and techniques

Standard office practices and procedures

Budget monitoring and tracking

English spelling, grammar, and punctuation

General bookkeeping practices and methods

Skill in:

Typing, word processing, data entry, and computer operations

Intermediate skills in Microsoft Office software applications (Excel and Outlook)

Ability to:

Plan, organize, and prioritize work assignments

Communicate effectively, both orally and in writing

Establish and maintain effective working relationships

Meet deadlines of multiple competing projects

Maintain confidentiality of sensitive information

Perform arithmetic calculations with speed and accuracy

Manage filing systems, maintain physical/digital records

Follow oral and written instructions

Respond to requests and inquiries tactfully and courteously

Gather data and prepare written correspondence and reports

Track, monitor, and reconcile budgets

Special Requirements

Valid Arizona driver's license.

Success Factor Classification Level - Foundational

To view the success factor definitions please click here. (If needed, click here to download PDF reader).

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Supplemental information

Office setting.

Any employee operating a motor vehicle on City business must possess and retain a current, valid State of Arizona class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on City business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on City business shall maintain the statutorily required liability insurance.

Applying in this recruitment does not preclude you from applying in other City of Glendale recruitments. If you are not selected for this position, you would need to reapply to receive consideration. Candidates will be notified by E-Mail of their standing in the recruitment process, including any limitations on reapplication.

Glendale is an Equal Opportunity Employer and values diversity at all levels of the workforce.

Applicants may obtain a copy of the City of Glendale's EEOP Utilization Report eeo-is-the-law-screen-reader-ver.pdf or upon request from the City of Glendale's Human Resources & Risk Management Office.