ADMINISTRATIVE ASSISTANT

Recruitment #1801-0231-001

Introduction

The Tucson Fire Department and the Transportation Department is seeking qualified individuals to fill Administrative Assistant positions. These positions will provide administrative support in the following areas:  TFD Operations Division; TFD Logistics Division; and TDOT Employment Relations and Development Section.

* * * THIS POSITION IS ONLY OPEN TO CURRENT CITY OF TUCSON PERMANENT AND PROBATIONARY EMPLOYEES * * *  

To remain eligible, you must maintain your permanent or probationary Civil Service employment status through the actual date of transfer. If you are not a current permanent or probationary Civil Service employee at the date of transfer, you will not be eligible for this position. Non-permanent or appointed employees are not eligible.  

General Description

Performs research and analytical work in support of administrative, financial, and personnel functions.

Essential Functions

Assists with budget research and prepares reports, monitors revenues and expenditures, compiling data relating to financial issues.

Reviews and processes invoices, deposits, and payments, processing payroll, preparing financial documents and billings, performing financial calculations, extract and analyze from financial databases, monitoring petty cash, accounts, grants and reconciling accounts.

Assists with personnel actions, including employee hiring processes, researching and analyzing employee issues, and documenting findings and actions.

Performs administrative duties by ordering supplies and equipment, entering various information into the system, scheduling meetings and appointments, researching, preparing and processing paperwork and other materials, compiling data, creating, preparing and reviewing correspondence and reports, monitoring contracts, and maintaining spreadsheets, logs, and files.

Responds to customer inquiries and assists in the resolution of problems.

Performs related duties by troubleshooting office equipment issues, scheduling training classes, taking inventory, conducting background checks, coordinating various special projects, testifying in court, developing and maintaining website, preparing newsletters and promotional materials, attending meetings and workshops and participating in the development of divisional policies.

Requests and processes right-of-way permits and work orders and ensures the accuracy of information and completion of work requests.

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

Minimum Qualifications

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 1 year experience providing administrative support, including research and analysis, computer record keeping, and composition

Special Job Requirements

Valid Driver’s License

Some positions may require a satisfactory criminal background and credit 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

Requires proficiency in Microsoft Word and Excel

Requires excellent written and verbal communication skills

Requires excellent customer service skills

Requires attention to detail and

Experience working with vendors

Ability to work effectively in a high-paced paramilitary environment

Ability to multi-task

Ability to maintain confidentiality

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 an oral board interview. 

  • Oral board interviews scheduled for February 22, 2018

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

  • 10% of your rating for education and work experience
  • 90% of your oral board interview

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please contact JoAnn Acosta, JoAnn.Acosta@tucsonaz.gov at least 48 hours prior to the evaluation.

The Eligibility List may be used by any City department with an approved vacancy to fill in the next six months. Selection will be made in accordance with CSR IV, Section 2. The list of employees eligible for consideration will remain in effect for six months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.

Bulletin Footer

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.