City of Tucson

EXECUTIVE ASSISTANT (#0043)

$17.50-$28.35 Hourly / $36,400.00-$58,968.00 Yearly
Salary Grade: 917

General Description

Performs administrative, clerical and financial support for a Council Member or department director and provides customer service.

Essential Functions

Performs administrative and clerical duties by scheduling and tracking appointments, processing and distributing mail, preparing memos, correspondence, forms and reports, filing and distributing confidential and other documents, compiling information, logging and closing out complaints, maintaining inventory, taking meeting minutes, maintaining maintenance agreements and office supplies, processing paperwork, making travel arrangements, developing, organizing and maintaining databases, records and files, and assisting with preparing meeting agendas and presentations, and making arrangements for meetings and events.

Performs financial duties by preparing purchase orders, invoices, and other financial forms, tracking office supply expenditures, providing input for office budgets, preparing budget documents, logging changes to the budget, processing accounts payable, making payments and preparing payroll.

Provides customer service by answering and directing telephone calls, taking messages, greeting visitors, providing assistance to the public, and responding to informational requests.

Performs related duties by assisting in training personnel in office procedures, facilitating meetings, explaining appeal procedures, working with attorneys and department heads on various matters and relaying policy information as needed, assisting with developing and maintaining websites, acting as a liaison to City departments, preparing employment related paperwork, coordinating training for personnel, scheduling equipment installation and repair, and setting up rooms for special events or meetings.

Interacts with and responds to constituent requests for information and City services.

Receives constituent complaints, researches information, facilitates problem resolution with appropriate department or agency, and communicates findings and proposed actions with constituents.

Minimum Qualifications

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 4 years in executive administrative support, confidential information handling, and customer service

Pre-employment Medical Testing Requirements

None

Other Information

FLSA Status: Non-Exempt

Occupational Group Code: 01

Occupational Group Description: Clerical

EEO Job Category Code: F

EEO Job Category Description: Office and Clerical

Organizational Level: First Level Employee

NCCI: 8810

Bargaining Unit: No Representation

Driving Requirements

The following information pertains to driving requirements for this classification with the City of Tucson. Under "Driving Level" None, Secondary or Primary, refers to the driving responsibility as it relates to the essential functions of the classification. License Type, is just that, the type of Arizona Driving License required for the classification. If the position requires a Commercial Drivers License (CDL), the endorsements will be listed under "Endorsements." Under Safety Sensitive a "Yes" means employees with this classification are subject to pre-employment and random drug testing. License Type A,B,C,D,or M may require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid 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. Exceptions to classification driving requirement's may exist based on position.

Driving Level: Secondary

License Type: Valid and Unrestricted Class D - Driver

CDL Endorsements: None

Safety Sensitive: No

Job Description Disclaimer

This description is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty. They are intended to describe the general nature and level of work being performed by individuals assigned to this position.
CLASS: 0043; EST: 8/10/2016 12:00:00 PM; REV: 8/10/2016 12:00:00 PM;