ADMINISTRATIVE ASSISTANT

The Tucson Fire Department is seeking a qualified individual to fill an Administrative Assistant position. This position performs research and analytical work in support of administrative, clerical, some financial, and personnel functions for the department. Be part of a team that serves with integrity, professionalism and strives for excellence in all we do. Tucson Fire is a metro size department and progressive organization committed to our core values and driven by our vital mission, which is to protect the lives and property of our citizens.

Occasionally directs helpers, assistants, seasonal employees, interns, volunteers or temporary employees and may temporarily act in a higher capacity.

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.

Assists with personnel actions, including employee hiring processes, researching and analyzing employee issues, and documenting findings and actions.

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.

Responds to customer inquiries and assists in the resolution of problems.

Performs related duties by troubleshooting office equipment issues, scheduling training classes, taking inventory, coordinating various special projects, developing and maintaining websites, preparing newsletters and promotional materials, attending meetings and workshops and participating in the development of divisional policies.

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

Valid and Unrestricted Class D - Driver's License 

This position may require passing a criminal background check, Motor Vehicle History Report, Public Records Check and/or physical, drug screen and/or audio exam.  Fingerprinting and reference checks may also be conducted prior to an offer of employment. Employment offers are contingent upon successfully passing any of the above requirements.

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. Those applicants scoring highest will be invited to a panel (oral board) interview. 

• Written examination scheduled for June 8, 2021
• Panel interview scheduled for June 17, 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
• 40% of your written examination
• 50% of your panel 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 TucsonFireJobs@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 email TucsonFireJobs@tucsonaz.gov Attn: JoAnn Acosta, Cynthia Serrano or Dmitriy Adamia 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, Cynthia Serrano or Dmitriy Adamia 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.