OFFICE SUPERVISOR

Recruitment #1812-0060-001

Introduction

The City Clerk's Office is looking to fill 2 Office Supervisor positions.  These positions involve supervising varied clerical staff in the following areas:

  • Boards, Committees and Commissions - appointment process, meetings, scheduling
  • Liquor License Process
  • Mail Desk
  • Public Records
  • Agenda
  • Procurement/Payroll
  • Mayor and Council Meetings
  • Elections

This position acts as a back-up and may cross-train with the other Office Supervisors.  Duties of the supervisor positions could rotate as needed. 

  * * * 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. The Eligibility List may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.

General Description

Supervises personnel in performing the daily activities of an office. Implements policies and procedures and responds to requests for information.

Essential Functions

Supervises and coordinates the equivalent of two or more fulltime employees and all assigned work in a unit ensuring timely and quality activities to respond to the needs of the City, community, department, and unit.

Assists with the implementation, evaluation and interpretation of department policies, projects and procedures.

Manages, coordinates, and determines priorities of work load, monitoring levels of resources, establishing time lines, assigning work, monitoring progress, recommending changes and suggestions, writing, reviewing and editing reports prepared by staff, and approving completed projects and reports.

Implements controls for appropriate unit staffing and effectiveness by participating in the recruitment and hiring of employees, making recommendations on employee discipline, and other human resources issues, evaluating and managing employee performance, discussing and identifying personnel issues and facilitating resolutions, promoting positive morale in the unit, ensuring staff is trained appropriately for maximum performance, and providing leadership and guidance.

Contributes to the needs of the community and City by implementing and causing others to implement the organization's values and strategies by leading through example, competency, and accountabilities.

Provides customer service by responding to information requests, conducting research, providing solutions to problems, and correcting errors.

Ensures that unit work conforms to local, state, and federal governmental regulations, and other applicable rules and regulations.

Directs and oversees workflow by checking for proper routing, following up on delegated tasks, compiling statistics on employees, monitoring and verifying information.

Performs administrative duties by scheduling meetings, suggesting changes to policies and procedures, preparing and producing reports, coordinating and providing support for committees, monitoring, preparing and processing correspondence and agendas, processing payroll, reviewing policies, ensuring supplies and equipment are ordered and maintained, and overseeing department databases.

Responds to appealed requests for information by reviewing requests, finding answers or directing the questions to the proper department, writing response letters, preparing memos and following up on difficult customer questions and issues.

Minimum Qualifications

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 2 years experience secretarial, computer record keeping and composition, and office management

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 will be held on Thursday January 31, 2019

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 training & experience
  • 80% of your rating for oral board interview

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

The list may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.

Pre-employment Medical Testing Requirements

None

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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.

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.