EXECUTIVE ASSISTANT

Recruitment #2102-0043-001

Introduction

The Business Services Department (BSD) works daily to facilitate the business of the City. BSD encompasses financial management and accounting, procurement, risk management, budget management, debt and cash management, warehousing, and taxpayer services. In the coming year, Business Services and Human Resources will merge to form a larger Business Services Department.  

Our BSD Director, Jeffrey Yates, is in need of a top-notched Executive Assistant.  A primary need of his is calendaring:  He needs his calendar accurate, updated, and prioritized.  Mr. Yates also presents regularly to Mayor & Council, and he needs documents precisely formatted and submitted on time.  His assistant will perform other administrative tasks as well.  It is a busy position that requires attention to detail, flexibility/adaptability to requests/timeline, daily collaboration with Jeff, initiative and assertiveness, safeguarding confidential information, and a sense of humor (we still want to have fun while working hard!).   

Our City of Tucson mission it to deliver exceptional service, and we value collaboration, integrity, excellence, and respect.  We serve our community with compassion and passion, and we build public confidence through great stewardship. Within BSD, we additionally embrace the "hungry, humble and smart" motto found in Patrick Lencioni's The Ideal Team Player.   Technical expertise is critical but equally critical is the ability to be the ideal team player.   If you are interested in joining our team, please consider this exciting opportunity.

General Description

Performs administrative, clerical and financial support for a Council Member or department director and provides customer service.

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 chronological resume must be uploaded in order for your application to be considered complete. Two page maximum.

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 may be invited to participate in a Phone Screen Interview. Those who pass the Phone Screen will then be invited to participate in a Oral Board Interview.    

  • Phone Screen Interviews may be held on the week of March 15, 2021
  • Oral Board Interviews may be held on the week of March 15, 2021 OR March 22, 2021
  • A hiring/selection interview may be conducted once the Certified List has been completed 

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:      

  • 5% of your rating for education and work experience
  • 10% of your rating for your resume review
  • 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 Liliana.Almeraz@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 Analyst Name and Number at least 48 hours prior to the evaluation.

Conclusion

You are encouraged to print this bulletin because it contains important dates and information that will not be available online once this position closes.

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 inquires should be directed to Liliana Almeraz at Liliana.Almeraz@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.