ADMINISTRATIVE ASSISTANT - City Courts

The City of Tucson's City Courts is seeking an enthusiastic and highly motivated individual with outstanding administrative skills.  This position performs research and analytical work in support of administrative, human resources, and financial functions for the department. This position requires initiative and independent judgement and quality customer service. The ideal candidate is someone who has a positive demeanor, a willingness to help others, and a drive to take on any tasks assigned.

For a full description of benefits offered to eligible employees, please visit        https://www.tucsonaz.gov/hr/employee-benefit-snapshot

Occasionally directs helpers, assistants, seasonal employees, interns, volunteers or temporary employees and may temporarily act in a higher capacity.  Individuals assigned to this classification may perform any or all of the following essential functions:

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, conducting background checks, coordinating various special projects, testifying in court, developing and maintaining website, preparing newsletters and promotional materials, attending meetings and workshops and participating in the development of divisional policies.

Requests and processes right-of-way permits and work orders and ensures the accuracy of information and completion of work requests.

If assigned to City Courts, the Senior Court Clerk position may also be responsible for preparing and processing Travel Orders and may be responsible for creating ID security badges for City Court employees.

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

PLEASE NOTE: Resumes must be uploaded as a PDF or Word document to be considered. Failure to upload your resume as a PDF or Word document will be considered an incomplete application.

In addition to the minimum qualifications identified above, the ideal candidate will possess the following:

Ability to prioritize workloads in a fast-paced environment

Ability to communicate effectively to both internal and external customers 

Strong organizational skills
Experience with City, County, or State government Proficiency with MS Excel Knowledge of KRONOS

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 an oral board process.

Oral Board interviews will be held the week of June 13, 2022.

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 Training and Experience
• 20% of your Resume Review
• 70% of your Oral Board

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 documents to Pilar.Jauregui@tucsonaz.gov at the time you are 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 Pilar Jauregui at pilar.jauregui@tucsonaz.gov at least 48 hours prior to the evaluation.

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.

None **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.