MANAGEMENT ASSISTANT

The City of Tucson's Housing and Community Development Department is looking for a highly-motivated, dynamic individual to work in the newly created Housing First Division.

This important position will assist the Housing First Program Director supervise, implement, and manage service delivery to those experiencing homelessness in addition to other administrative functions. The position will be responsible for coordinating and monitoring staffing and workloads, will manage Homeless Protocol GIS mapping dashboard, email and issues related to unsheltered homeless encampments. In this position you will collaborate with City departments, State, County and Non-profit partners for resource and program sharing, in addition to communicating with leadership regularly regarding needs of staff, community, and the department.

If you are an organized, motivated individual who is interested in making a positive impact on the community, this position may be a good fit for you!

Supervises and implements administrative and management functions and activities. Prepares and monitors the division budget, making corrections, adjustments and changes as necessary. Assists department personnel in providing desired and cost effective services and facilities to the public.

Specific Duties for this position will include:

· Assists Housing First Program Director manage tasks related to Housing First Program

· Manages Homeless Protocol email, phone line, ArcGIS mapping dashboard and other duties related to incoming homeless encampment complaints

· Works with City departments on coordination of cleanup and removal of homeless encampments

· Leads Homeless Protocol Focus Groups and communicates with various department and City leadership on homeless encampment site status

· Assists direct service staff with data entry, reporting and data integrity of Homeless Management Information System (HMIS)

Additional Essential functions will include:

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 requirements.

Prepares and monitors budgets by discussing current needs, reviewing and identifying budget cuts, researching and answering questions regarding changes, tracking expenditures, establishing and monitoring cost accounting systems, procuring supplies and equipment, monitoring and preparing projected expenditures and revisions, monitoring purchase requisitions and orders, and preparing required documentation and reports.

Coordinates and monitors contracts by identifying the format for advertising, overseeing request creation, monitoring the selection process, authorizing final requests for contract awards and amendments, authorizing payment, overseeing monthly invoicing and final close out of contract and ensuring contractor performance.

Administers grants by preparing and submitting financial reports, assisting program personnel, developing grant requests and ensuring grant agreement compliance.

Performs administrative tasks by analyzing and revising systems operations and procedures, coordinating departmental activities, participating in the development of policies, evaluating requests for materials and equipment, and overseeing inventory controls, developing and preparing reports and recommendations, researching and preparing drafts of various documents, maintaining spreadsheets and databases, organizing travel and responding to inquiries.

Provides information to the public by preparing and providing written materials, conducting seminars and training classes, answering questions, attending public meetings and monitoring activities of committees and commissions.

Performs related duties such as: obtaining property owners lists and assessed values, coordinating election boards, maintaining network hardware and software, monitoring security, overseeing building and facility management, serving as the division safety representative, monitoring legal advertisements, coordinating telecommunications needs, and ensuring timely reporting to government agencies.

Assists with personnel actions including employee hiring processes, training sessions, identifying, researching, and analyzing employee issues, documenting findings and actions and suggesting resolutions.

Minimum Education Level & Type: Bachelor's Degree - experience may be considered for substitution

Minimum Experience Qualifications: At least 2 years budgeting, finance, human resources, unsheltered homeless service delivery and housing first approach, and/or supervisory experience

“Supervisory” is defined as having supervised at least 1 full-time FTE

Preferred Qualifications:

· 2 years of experience in unsheltered homeless service delivery and housing first approach

· Advanced Microsoft Office Skills (Word/PowerPoint/Excel/Outlook)

· Project management and implementation experience

· Prior experience working with homeless populations and harm reduction approach

· Familiar with GIS mapping software and protocols

IMPORTANT INFORMATION REGARDING RESUME's and COVER LETTERS:

As part of the online application process all applicants are required to submit a resume under the "Resume" tab along with a Cover Letter. The system will allow you to upload one document so you will want to scan both your cover letter and resume' into one document for uploading purposes. Resume's and Cover Letters may also be sent via email to denise.kendle@tucsonaz.gov  Please ensure your application contains the required resume and cover letter prior to submission, or email both to the email address above prior to submission. Applications received without a resume and cover letter 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, as well as their resume and cover letter. 

 The highest scoring applicants will be invited to participate in a Virtual Oral Board Interview.

**It is important to note that the City of Tucson uses Microsoft Teams for its Virtual Oral Board Interviews. Please ensure that you have access to this software application, and a working camera as you will be required to appear on camera for the Oral Board portion of this recruitment.

· Virtual Oral board interviews will occur during the week of December 6, 2021

Hiring interviews may be conducted.

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

15% of your rating for Resume and Cover Letter Review

75% of your Virtual Oral Board Interview   

This recruitment will establish a civil service list that will be utilized to fill vacancies in Housing & Community Development Department 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.  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 contact Neil Nickol by email at Neil.Nickol@tucsonaz.gov or by phone at (520) 837-6947 at least 48 hours prior to the evaluation.

You are highly encouraged to print this bulletin because it contains important testing dates and information that you will need to refer to later, as it will not be available after the closing date.

Additionally, communication during this process will be sent via email, so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly. Failure to respond or follow instructions may result in disqualification.

 

**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.**

None

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.