ADMINISTRATIVE ASSISTANT - CITY CLERK'S OFFICE

 

If you appreciate the challenge of a fast-paced work environment, value diverse job duties and opportunities, and adjust well to changing demands, the City Clerk’s Office is for you. Our busy office is seeking multiple experienced and reliable Administrative Assistants. We provide opportunities to learn about the core of Municipal Government, by working with Mayor and Council agendas, boards and commission members, assisting in all aspects of municipal elections and records management. We have a passion for our work, and we believe that hard work and accuracy can be accomplished in an energetic and fun atmosphere.

Our work includes the following assignments, with occasional overtime:
• Boards, Committees and Commissions
• Liquor License Applications
• Mail Desk
• Public Records
• Mayor and Council Agendas
• Procurement/Payroll
• Mayor and Council Meetings
• Elections

During election season, duties can include:
• Working in a warehouse
• Working at Voting Locations
• Processing large quantities of outgoing/incoming ballot packets
• Lifting heavy items
• Mandatory overtime

Performs research and analytical work in support of administrative, financial, and personnel functions.

This position performs specialized clerical and administrative work in maintaining official City records, official actions of council meetings, maintains boards and commissions appointments, and assists in the administration of City elections. There are opportunities for overtime in the areas of elections and boards and commissions.  

Maintain fiscal records and accounts assist with budget research and prepares reports, monitors revenues and expenditures, compiling data relating to financial issues.

Assist in budgeting duties by providing back up information when needed.

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.

Perform general office duties such as recording and transcribing meeting minutes, typing and proofreading correspondence, and distributing and filing official forms.

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

Issue public notification of all official activities and meetings.

Maintain and update documents such as municipal codes and city charters.

Prepare meeting agendas and packets of related information.

Prepare ordinances, resolutions, and proclamations so that they can be executed, recorded, archived, and distributed.

Coordinate and maintain office-tracking systems for correspondence and follow-up actions.

Maintain fiscal records and accounts.

Participate in the administration of municipal elections, including preparation and distribution of ballot packets, and assistance in the accountability and certification of results.

Research information in the municipal archives upon request from public officials and private citizens.

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

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:

• Virtual Oral Board Interview

 *It is important to note that the City of Tucson uses Microsoft Teams for its virtual interviews. Please ensure that you have access to this software application.

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 resume review 
• 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.

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 email your documentation to Liliana.Almeraz@tucsonaz.gov upon being invited to the Oral Board interviews. 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 Liliana.Almeraz@tucsonaz.gov at least 48 hours prior to the evaluation or email at the email listed above.

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; this may include your junk box/spam filter. Failure to respond or follow instructions will result in disqualification.

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**The City of Tucson values the safety of our employees, our residents, our community, and our visitors. In support of these values, if you are selected for this job, you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to your initial HR representative, or you must request an exemption from your representative. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with the City of Tucson.**

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.