MANAGEMENT ASSISTANT - Planning and Development Services

Recruitment #2204-0233-001

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Introduction

The City of Tucson Planning and Development Services Department seeks a Management Assistant to join our customer-centric culture providing strategic, timely service to an engaged public.
Promoting safety, economic vitality and adaptability to a growing community is what drives the department. We are seeking an experienced, motivated, highly qualified, and creative professional with strong interpersonal and management skills and the ability to provide great customer service.

This position is expected to be in our office at 201 N. Stone Avenue full time and may be eligible for alternative work schedules depending on Department needs.

ABOUT TUCSON
Tucson has a rich cultural heritage and is known for its lively arts scene, unsurpassed natural beauty, and outdoor lifestyle. Tucson's culture centers around a unique blend of Native American, Spanish, Mexican and Anglo-American influences. The city is situated in the Sonoran Desert and is surrounded by five mountain ranges. Blessed with the desert natural beauty and an unsurpassed climate of 360 sunny days a year, Tucsonans embrace a rare lifestyle and are committed to preserving that quality of life. 
The city is home to the University of Arizona and Davis-Monthan Air Force Base. Tucson is the seat of Pima County and has a Council-Manager form of government. The Tucson metropolitan area supports almost a million residents. As metropolitan Tucson continues to grow, the challenge of meeting resident expectations also increases.
The City of Tucson is committed to providing quality municipal services which promote a healthy community, offer opportunities for participation and leisure, and enable citizens to prosper at work and at home.

CITY-WIDE BENEFITS
The City of Tucson offers a wide range of generous benefits for eligible employees. Some of those benefits include:
Health and Wellbeing:
• Choice of medical, dental and vision insurance plans
• Life insurance and long-term disability options
• Employee assistance program to enhance your wellbeing
• Flexible spending plan for health and dependent care expenses
• Other voluntary benefits for financial security
Your Security and Future: 
• Generous pension plans that help employees retire more comfortably
• Optional deferred compensation plans to save towards retirement
• Training, professional development, and tuition assistance programs
• Student loan repayment assistance
• Back-up care options for loved ones
Your Peace of Mind:
• Six weeks paid parental leave when you welcome a child and other generous leave policies
• New hires enjoy 37 days of paid time off in the first year, with time increasing steadily thereafter (In year one: 13 accrued days of vacation, 13 accrued days of sick leave, and 11 paid holidays).
• Generous employee discounts available 
• Connections with the community through paid volunteerism and payroll-deducted charitable giving

For a full description of benefits offered to eligible employees, or to inquire further about the City of Tucson's benefits options, please visit: https://www.tucsonaz.gov/hr/employee-benefit-snapshot

General Description

The Management Assistant will be located in each division of Planning and Development Services: Customer Service, Building, Site Review and Advanced Planning. Strong management skills in customer services are critical with the ability to apply experience, technical knowledge and professional judgement to the task. This position requires close daily supervision, technology and training. Knowledge of the Department functions is beneficial but may be learned over time. The Management Assistant will be working closely with upper management to ensure that overall departmental objectives are met.

Essential Functions

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 Qualifications

Minimum Education Level & Type: Bachelor's Degree

Minimum Experience Qualifications: At least 2 years budgeting, finance, human resources, and/or supervisory experience

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

The hiring department will consider relevant experience in lieu of the required Bachelor's degree.

Special Job Requirements

Supplemental materials are required to be submitted with your application. Without the materials listed below, your application will be considered incomplete, and you will not continue in this recruitment process. Please provide:
• A chronological resume reflecting relevant work experience and education/training
• A cover letter reflecting you background, experience, and interests as it relates to this position

Preferred Qualifications

In addition to the minimum qualifications stated above, the ideal candidate will possess the following:
• Customer Service Experience
• Supervisory Experience
• Project management experience
• Strong interpersonal communication skills

Selection Plan

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 next phase of the recruitment process.

• Virtual Oral Board Interviews will be held July 19 and July 20, 2022
*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:
• 20% of your rating for education and work experience
• 60% of your oral board interviews
• 20% of resume and cover letter 

The Eligibility List may be used by any City department with an approved vacancy to fill in 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 them to Pilar.Jauregui@tucsonaz.gov upon being invited to the interview 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 email Pilar.Jauregui@tucsonaz.gov at least 48 hours prior to the evaluation.

Conclusion

Communication during this process will be sent via email to the email address on file, 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 may result in disqualification.

Pre-employment Medical Testing Requirements

None

**The City of Tucson values the safety of our employees, our residents, our community, and our visitors. In support of these values, all employees must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. When you 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.**

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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.