ADMINISTRATIVE ASSISTANT

PENSION AND BENEFITS DIVISION

Recruitment #2105-0231-001

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Introduction

The Pension and Benefits Division for the City of Tucson is seeking a highly motivated and dependable individual to fill an Administrative Assistant position. The successful candidate will be enthusiastically engaged in assisting current and retired City Employees with their Pension and Benefits needs. If you are a positive, self-motivated and collaborative individual with a  strong desire to serve the community, we have a fantastic opportunity for you!

General Description

Performs research and analytical work in support of administrative, financial, and personnel functions.  In the Pension division, this will include providing service to active employees, retirees and the trustees who volunteer to be board members.

Essential Functions

The successful candidate will perform the following job duties; the most common duties are listed first. 

Responds to customer inquiries and assists in the resolution of problems.  This may include routing requests for assistance to other departments/divisions.

Assist with public board meetings. This includes preparation such as public notification of upcoming meetings, reservation of meeting space as needed, and the preparation and dissemination of meeting materials. Upon completion of meetings, this requires the preparation of legal action reports, and draft minutes of board meetings. 

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.

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.

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

Selection Plan

As part of the online application process all applicants are required to submit  a Chronological Resume.  Applications received without a resume will be considered incomplete.

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 written examination.  

  •     Virtual Written Exam will be conducted on May 17, 2021 

The highest scoring applicants from the written examination will be invited to participate in the oral board process. 

  • Virtual Oral Board Interviews will be held: May 25, 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
  • 20% of your written exam
  • 70% 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.

Hiring interviews may be conducted.

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 prior to your oral board interview.  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 Erin Gallego at erin.gallego@tucsonaz.gov   at least 48 hours prior to the evaluation.

Conclusion

Communication 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 inquiries should be directed to Erin.Gallego@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.