MANAGEMENT ASSISTANT

The Tucson Fire Department is seeking a dependable and highly experienced professional to serve as a Management Assistant. This professional will be responsible for organizing and directing daily operations of the Fire Chief’s Office by performing administrative duties, overseeing and coordinating programs, projects and administrative-level personnel.  This professional will assist with implementing the department vision through Chief’s Office activities and communication as well as communicates and coordinates daily activities with all the Chief’s Office staff, interacts with all levels of the agency, both commissioned and professional staff. This position reports directly to the Fire Chief. Tucson Fire is a progressive organization committed to our core values and driven by our vital mission. For more information on Tucson Fire, click here.

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 requirements.

Prepares and monitors budgets by discussing current needs, reviewing and identifying budget cuts, researching and answering questions regarding changes, tracking expenditures, establishing and monitoring cost accounting systems, procuring supplies and equipment, monitoring and preparing projected expenditures and revisions, monitoring purchase requisitions and orders, and preparing required documentation and reports.

Performs administrative tasks by analyzing and revising systems operations and procedures, coordinating departmental activities, participating in the development of policies, evaluating requests for materials and equipment, and overseeing inventory controls, developing and preparing reports and recommendations, researching and preparing drafts of various documents, maintaining spreadsheets and databases, organizing travel and responding to inquiries.

Provides information to the public by preparing and providing written materials, conducting seminars and training classes, answering questions, attending public meetings and monitoring activities of committees and commissions.

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

Creates internal and external messaging, documents, communicates directly with city leadership on behalf of the Chief.

Develops strategic partnerships and contacts with community representatives, external agencies, labor organizations and other organizations to develop a sense of relevant issues facing our community and to respond as a representative of the City.  

Coordinates working groups as appropriate to facilitate engaged problem solving.

Other related duties as assigned.

Minimum Education Level & Type: Bachelor's Degree in Business Administration, Public Administration, Public Relations, Communications or closely related field

Minimum Experience Qualifications: At least 2 years budgeting, finance, human resources, and/or supervisory experience, preferably in a government/public safety environment

“Supervisory” is defined as having supervised at least 1 full-time FTE

Valid and Unrestricted Class D - Driver's License

Equivalencies will not be accepted.

This position requires passing a criminal background check, Motor Vehicle History Report, and required pre-employment testing. Reference checks will also be conducted prior to an offer of employment. Employment offers are contingent upon successfully passing the above requirements.

Recent experience organizing and coordinating public events, and or press conferences.

Recent professional experience producing finished written material used for public release.

Experience building partnerships between private and public agencies to best serve the needs of the citizen.

Experience working with Fire and Police departments in a professional community-relations capacity.

Professional experience working in government relations. 

Excellent Communication and Interpersonal Skills.

Excellent Microsoft Word and Excel skills.

Please note: An uploaded resume is required for this application. Failure to upload your resume will be considered an incomplete application. The uploaded resume will need to support the information selected/provided in the submitted application.

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 telephonic phone screen then those applicants scoring highest will be invited to participate in a virtual panel oral board interview.

• Telephonic Phone Screenings will be held on February 19, 2021
• Panel Oral Board Interviews will be held during February 28, 2021

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:

• 10% of your rating for education and work experience
• 10% of your rating for the telephonic phone screening 
• 80% of your panel oral board interview

This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within th 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 JoAnn.Acosta@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 call JoAnn Acosta 520-837-7008 at least 48 hours prior to the evaluation.

Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov or TucsonFireJobs@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 or Cynthia Serrano at TucsonFireJobs@tucsonaz.gov.

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.