OFFICE SUPERVISOR - City Clerk's Office

This office supervisor position involves the supervision of a large and varied clerical staff in the City Clerk’s Office. The selected applicant will be responsible for (but not limited to) the supervision of personnel and work in any of the following areas:

• Boards, Committees and Commissions
• Liquor License Process
• Mail Desk
• Public Records
• Agenda
• Procurement/Payroll
• Mayor and Council Meetings
• Elections

As a working supervisor, the successful candidate must actively fill in for personnel and be able to perform their work.  This position supervises staff to include monitoring and adjusting workloads as appropriate; train personnel; communicate by answering questions and provide clarifying information; create simple tools to monitor staff's performance and progression; and develop personnel for their success and growth.  The Office Supervisor implements the department's policies and procedures and follows the City of Tucson Administrative Directives.

This position also acts as back-up and will cross-train with the other Office Supervisors. Duties of the supervisor positions rotate on an as needed basis. The selected candidate will be expected to perform these essential functions by completion of the one year probationary period.

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 regulations.

Directs and oversees workflow by checking for proper routing, following up on delegated tasks, compiling statistics on employees, monitoring and verifying information.

Performs administrative duties by scheduling meetings, suggesting changes to policies and procedures, preparing and producing reports, coordinating and providing support for committees, monitoring, preparing and processing correspondence and agendas, processing payroll, reviewing policies, ensuring supplies and equipment are ordered and maintained, and overseeing department databases.

Responds to appealed requests for information by reviewing requests, finding answers or directing the questions to the proper department, writing response letters, preparing memos and following up on difficult customer questions and issues.

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 2 years experience secretarial, computer record keeping and composition, and office management

An equivalent combination of experience and training that provides the desired knowledge, skills and abilities to perform the essential functions may be considered.

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 the following assessments:

• Written research exam will be sent electronically on June 15, 2021 and will be due by 8:00 AM on June 17, 2021
• Oral Board Interviews will be held: June 24, 2021 and (IF NECESSARY) June 25, 2021

Permanent or probationary employees who wish to be considered for this position must apply for this position by uploading their letter of interest AND chronological resume as one document in the application. The letter of interest must indicate a combination of knowledge, skills, and experience you possess as they relate to the minimum and preferred qualifications outlined above.  A chronological resume detailing your work history and all experience relevant to this position MUST be provided..

In order to be considered, all of the above materials must be complete and received by the closing date and time indicated above.  

Upon completion of all examination processes, the highest scoring applicants will be placed on an Eligibility List.  An applicant's ranking on the list will be based on their final score which will be calculated as:

• 5% of your rating for education and work experience
• 60% of your oral board interview
• 30% for the Letter of Interest and Chronological Resume
• 5% for the written research assignment

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.

The list may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.

* * * THIS POSITION IS ONLY OPEN TO CURRENT CITY OF TUCSON PERMANENT AND PROBATIONARY EMPLOYEES * * *

To remain eligible, you must maintain your permanent or probationary Civil Service employment status through the actual date of transfer. If you are not a current permanent or probationary Civil Service employee at the date of transfer, you will not be eligible for this position. Non-permanent or appointed employees are not eligible.

The Eligibility List may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.