EXECUTIVE ASSISTANT

 

***THIS POSITION IS ONLY OPEN TO CURRENT CITY OF TUCSON PERMANENT AND PROBATIONARY EMPLOYEES***

To remain eligible, you must maintain your permanent or probationary Civil Service employment status through the actual date of transfer. If you are not a current permanent or probationary Civil Service employee at the date of transfer, you will not be eligible for this position. Non-permanent or appointed employees are not eligible. 

The Eligibility List may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.  

The Environmental and General Services Department (EGSD) is seeking a highly organized, detailed oriented, and driven individual for an Executive Assistant. The Executive Assistant is responsible for performing administrative, clerical, and financial support functions to the EGSD Director. The ideal candidate must be flexible, professional, and well organized to meet the demands of our department. 

**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, and are hired on or before September 24, 2022, you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs.  You will need to  submit proof that you are fully vaccinated against COVID-19 to your initial HR representative, or you must request an exemption and/or accommodation from your representative.**   

Performs administrative, clerical and financial support for a Council Member or department director and provides customer service.

Performs administrative and clerical duties by scheduling and tracking appointments, processing and distributing mail, preparing memos, correspondence, forms and reports, filing and distributing confidential and other documents, compiling information, logging and closing out complaints, maintaining inventory, taking meeting minutes, maintaining maintenance agreements and office supplies, processing paperwork, making travel arrangements, developing, organizing and maintaining databases, records and files, and assisting with preparing meeting agendas and presentations, and making arrangements for meetings and events.

Performs financial duties by preparing purchase orders, invoices, and other financial forms, tracking office supply expenditures, providing input for office budgets, preparing budget documents, logging changes to the budget, processing accounts payable, making payments and preparing payroll.

Provides customer service by answering and directing telephone calls, taking messages, greeting visitors, providing assistance to the public, and responding to informational requests.

Performs related duties by assisting in training personnel in office procedures, facilitating meetings, explaining appeal procedures, working with attorneys and department heads on various matters and relaying policy information as needed, assisting with developing and maintaining websites, acting as a liaison to City departments, preparing employment related paperwork, coordinating training for personnel, scheduling equipment installation and repair, and setting up rooms for special events or meetings.

Interacts with and responds to constituent requests for information and City services.

Receives constituent complaints, researches information, facilitates problem resolution with appropriate department or agency, and communicates findings and proposed actions with constituents.

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 4 years in executive administrative support, confidential information handling, and customer service

As part of the online application process all applicants are required to submit their resume to be uploaded and/or emailed to EGSD_HR@tucsonaz.gov prior to the close date of the job posting. Please ensure your application contains the required documents prior to submission. 

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

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 a Panel Board Interview.

• Panel Board Interview will be held: October 11, 2022 

Upon completion of all examination processes, the highest scoring applicants will be placed on an Eligibility List.  An applicant's ranking on the list will be based on their final score which will be calculated as:

• 10% of your rating for education and work experience
• 40% of your rating for Written Assignment 
• 50% of your Panel Board interview

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please call Demetria Z. Lopez at 520-837-6359 at least 48 hours prior to the evaluation.

The list may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.

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.