STAFF ASSISTANT

  The City of Tucson Police Department is seeking a motivated, dependable, and highly experienced professional to serve as a Facility Management Staff Assistant. Be part of the City of Tucson Police Department - Facilities Management team that serves with integrity, professionalism, and strives for excellence in all we do.

Coordinating with and assisting project coordinators and maintenance technicians from General Services (i.e. Architecture & Engineering, Facilities Management) regarding maintenance requests for repairs or services at TPD facilities.

Processing of all work order estimates for remodeling and construction projects at TPD facilities, to include monitoring purchase order progression and approval paths for approved projects.

Coordinate processing of quarterly Self-Monitoring Report Forms (SMRF) between COT Environmental Services and Pima County Regional Wastewater Reclamation Department and all other environmental discharges.

Developing and maintaining spreadsheets, databases, and associated documentation for vendor background investigations.  Provides final review authority for background clearances for vendors working in TPD facilities.

Contract management of Pima County Jail Board.

Administers contract services with vendors providing services such as (landscaping, alarm monitoring, document destruction, and general TPD towing).

Serve as a backup manager for the Lenel electronic security system installed at various TPD facilities.

Serves as backup to Logistics Fleet Manager in dealing with issues pertaining to the TPD fleet.

Serves on COT Procurement committees overseeing bids for “public safety” equipment and services.

Interpreting safety policies and procedures for compliance at TPD facilities; coordinating facility safety program with City Central Safety.

Preparing memorandums for senior leadership and City staff on various subjects overseen by ASD Facilities Management. 

Represent TPD at Department-level meetings; Environmental Management Program, Office of Conservation & Sustainable Development (Green Team), etc.

Occasionally directs helpers, assistants, seasonal employees, interns, volunteers or temporary employees and may temporarily act in a higher capacity.

Prepares and monitors budgets, reviewing and analyzing historical data, determining future needs to develop the budget, preparing budget changes, confirming availability of funds, reviewing financial reports, processing documents for billing, reconciling accounts, and preparing reports.

Recommends reallocation of funds and prepares financial projections.

Performs administrative tasks by analyzing and revising systems operations and procedures, coordinating departmental activities, participating in the development of division and department policies, developing and preparing reports and recommendations, researching and composing documents, maintaining spreadsheets and databases, interpreting policies and procedures for compliance, and responding to inquiries.

Manages procurement activities by reviewing and identifying project funding for purchase documents, researching and gathering information, evaluating requests for materials and equipment, approving purchase requisitions and monitoring purchase orders, and preparing agreements, lease contracts, and bid specifications.

Assists with grant administration by researching areas of interest, developing project budgets and grant applications, monitoring grant related activities, administering and monitoring funds, assisting program personnel, processing application contracts for approval, reviewing contracts, preparing and submitting financial reports, preparing Mayor and Council communications, ensuring grant compliance, and identifying and resolving problems.

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

Performs related duties such as: monitoring departmental vehicle requirements, monitoring job cost systems, participating on committees, compiling and maintaining statistics, responding to surveys and reports, coordinating trade events, administering and coordinating programs and special projects as assigned, planning for storage and handling of evidence and property, monitoring and maintaining fixed assets, overseeing inventory control systems, and analyzing and researching organizational issues.

Minimum Education Level & Type: Bachelor’s Degree

Minimum Experience Qualifications: At least 2 years budgeting, finance, and human resources management

Bachelor’s Degree or applicable experience or a combination of both in finance, business, and/or facilities management and a minor in criminal justice preferred.

Strong working knowledge of operations in the public safety sector.

Required skills and knowledge include; Strong aptitude for computer skills; must have working knowledge of Microsoft Word and Excel and other common office software; ability to work cooperatively with coworkers, department staff, and other city personnel; ability to make independent decisions.  Able to effectively prepare reports and accurately supply information to TPD senior leadership and assigned program managers when requested.  

As part of the online application process all applicants are required to submit a resume under the "Resume" tab or email to tpd_hr@tucsonaz.gov prior to the close date of the job posting.  Please ensure your application contains the required resume prior to submission. 

Applications received without a resume will be considered incomplete and will not receive further consideration.

Applicants who successfully complete an employment application, meet minimum qualifications, and successfully provide the required documents by 5/30/2022 will then move on to the resume review.

• Practical assessment - will be a review of the submitted resumes the week of 5/30/22.  .

The highest scoring applicants will then be invited to an oral board the week of June 6, 2022. 

Location: TBD

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 rating for your practical assessment/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.  

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please email Jennifer.Urbina@tucsonaz.gov at least 48 hours prior to the evaluation. 

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.