STAFF ASSISTANT

Recruitment #1806-0236-001

Introduction

The Business Services Department is seeking to establish a Civil Service list for the Staff Assistant position, in order to fill a current vacancy at Tucson Water and possible future vacancies within the department.  In this position, we are looking for experienced, highly-motivated, detail-oriented, qualified individuals to perform finance and budget functions. The successful candidates will perform budgetary and financial reconciliation of projects and accounts by preparing the department’s annual operating, grant and/or capital budgets, monitoring and reporting of revenues and expenditures and reallocating funds and budget capacity in accordance with funding source requirements.

General Description

Provides administrative support or assists with financial functions, and with the coordination of daily operations.

Essential Functions

Occasionally directs helpers, assistants, seasonal employees, interns, volunteers or temporary employees and may temporarily act in a higher capacity.

Prepares and monitors budgets, reviewing and analyzing historical data, determining future needs to develop the budget, preparing budget changes, confirming availability of funds, reviewing financial reports, processing documents for billing, reconciling accounts, and preparing reports.

Recommends reallocation of funds and prepares financial projections.

Performs administrative tasks by analyzing and revising systems operations and procedures, coordinating departmental activities, participating in the development of division and department policies, developing and preparing reports and recommendations, researching and composing documents, maintaining spreadsheets and databases, interpreting policies and procedures for compliance, and responding to inquiries.

Manages procurement activities by reviewing and identifying project funding for purchase documents, researching and gathering information, evaluating requests for materials and equipment, approving purchase requisitions and monitoring purchase orders, and preparing agreements, lease contracts, and bid specifications.

Assists with grant administration by researching areas of interest, developing project budgets and grant applications, monitoring grant related activities, administering and monitoring funds, assisting program personnel, processing application contracts for approval, reviewing contracts, preparing and submitting financial reports, preparing Mayor and Council communications, ensuring grant compliance, and identifying and resolving problems.

Assists with personnel actions including employee hiring processes, training sessions, identifying, researching, and analyzing employee issues and documenting findings and actions and suggesting resolutions.

Performs related duties such as: monitoring departmental vehicle requirements, monitoring job cost systems, participating on committees, compiling and maintaining statistics, responding to surveys and reports, coordinating trade events, administering and coordinating programs and special projects as assigned, planning for storage and handling of evidence and property, monitoring and maintaining fixed assets, overseeing inventory control systems, and analyzing and researching organizational issues.

Minimum Qualifications

Minimum Education Level & Type: Bachelor’s Degree

Minimum Experience Qualifications: At least 2 years budgeting, finance, and human resources management

Valid and Unrestricted Class D - Driver's License

An equivalent combination of education and relevant experience that has equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of this position will be considered.

Special Job Requirements

This position may require passing a criminal background check, Motor Vehicle History Report, Public Records Check and/or physical, drug screen and/or audio exam.  Fingerprinting and reference checks may also be conducted prior to an offer of employment. Employment offers are contingent upon successfully passing any of the above requirements.

Preferred Qualifications

Bachelor’s Degree in Business, Public Administration or related field

Knowledge of Generally Accepted Accounting Principles

At least three years of recent work experience in budgeting and financial management within a state or local government

Experience with grant financial management and compliance

Strong computer skills in Excel, Access, Crystal reports, and Advantage-related programs

Ability to perform a variety of assignments involving changing conditions and time constraints

Demonstrated history of being proactive, resourceful and utilizing efficient work practices

Experience interacting with staff at all levels in a large, fast-paced environment, sometimes under pressure and time-constraint deadlines

Selection Plan

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will then be invited to participate in a technical oral board interview.  

  • Technical Oral Board Interview is scheduled for August2, 2018

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List.  An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as: 

  • 20% of your rating for education and work experience
  • 80% of your oral board interview

This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within the next 6 months. Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List.  If you qualify for preference points as outlined in the Employment Profile, you must upload your documentation as part of the application process or email it to Cynthia.Serrano@tucsonaz.gov. The DD 214 must be a copy that indicates characterization of service.  

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please email Cynthia.Serrano@tucsonaz.gov; Attn: JoAnn Acosta, Cynthia Serrano or Antigone Ibrahim at least 48 hours prior to the evaluation.

Conclusion

Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly.  Failure to respond or follow instructions will result in disqualification.  All email inquiries should be directed to JoAnn Acosta, Cynthia Serrano or Antigone Ibrahim at Cynthia.Serrano@tucsonaz.gov.

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.