EXECUTIVE ASSISTANT

Recruitment #1908-0043-001

Introduction

The Planning and Development Services Department (PDSD) is seeking a detail orientated individual for an Executive Assistant position.   This position reports to the Director of PDSD.  The Executive Assistant is responsible for performing administrative, clerical and financial support functions. The candidate must be flexible, and organized to meet the demands of our growing organization.

General Description

Performs administrative, clerical and financial support for the department director and provides customer service to many City of Tucson employees and constituents.  Other duties may be assigned by the Department Director.

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

Special Job Requirements

A current and accurate chronological resume must be included as part of the online application.

Preferred Qualifications

A high level of proficiency with Microsoft Office Suite

Experience with Kronos timekeeping system

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 October 2, 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 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 present your documentation at the Oral Board interviews. 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 Pilar.Jauregui@tucsonaz.gov  at least 48 hours prior to the evaluation.

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.