MANAGEMENT ASSISTANT - CITY CLERK'S OFFICE

 

The City Clerk's office is seeking a dependable, highly motivated, detail-oriented individual to collaborate with their management team and lead their section in providing exceptional service to internal and external customers. The successful candidate will be adept at working both independently and as a team member and working effectively while maintaining composure in a high-pressure environment with changing priorities.

The position requires initiative and discretion while conducting and overseeing projects, which can be complex and sensitive in nature. This assignment requires working knowledge of records methods, and principles and practices of management functions.

Other duties include but are not limited to:

• Handle and maintain sensitive and confidential information and records.
• Establish and maintain effective working relationships with the Mayor, City Council, City Staff, outside agency officials and members of the public.
• Implement and assist in developing policies and procedures related to assigned functions.
• Manage budget and maintain contracts and certain vendor relationships for City Clerk’s Office and Elected Officials.
• Assists with special assignments, projects, meetings, and/or events through coordination and administration. Provide administrative training to staff as needed.
• Conduct regular and special municipal elections in conformance with federal, state, and city laws and procedures.
• Administer the City of Tucson Campaign Finance Program.
• Compose and proofread a variety of documents including general correspondence, contracts, resolutions, ordinances, City Council agendas, legal action summaries, minutes and general reports.
• Verify and review materials for completeness and conformance with established statutory requirements; conform with applicable statutes and policies in determining retention and disposition of official City records
• Compile and organize data and background research material using a variety of software systems and prepare a variety of statistical, financial and special project reports. Verify and tabulate statistical data.
• Maintain and sort records, which may include scanning and indexing City records into an electronic management system. Assists with records retention and destruction. Track and facilitate the completion of public records requests.

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 to the public.

Supervises and coordinates the equivalent of two or more fulltime employees, including Office Supervisors, Administrative Assistants, non-permanent staff and all assigned work in the unit.

Assists with the implementation, evaluation, and interpretation of departmental policies, projects, and procedures according to statutory requirements.

Ability to apply City and State laws and City Administrative Directives consistently.

Ability to understand and monitor legislative changes at the local, state, and federal level. Ability to create or amend processes and procedures relative to these statutes.

Ability to assist with the preparation and monitoring of division budgets by discussing current needs, reviewing and identifying budget cuts, researching changes, tracking expenditures, establishing and monitoring cost accounting systems, procuring supplies and equipment, monitoring purchase requisitions and orders and preparing required documentation and reports.

Manages, coordinates, and determines priorities of work load, monitoring levels of resources, establishing time lines, assigning work, monitoring progress, making recommendations changes and suggestions, writing, reviewing and editing reports prepared by staff, and approving completed projects and reports.

Provides information to the Mayor and Council, departments and the public by preparing and providing written materials, conducting seminars and training classes, answering questions, attending public meetings and monitoring activities in the work unit.

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.

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

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

An equivalent combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential functions of this position, may be considered.

Supervisory experience

Ability to perform multiple tasks and oversee multiple projects simultaneously

Experience recommending and writing new procedures

Ability to lift a minimum of 35 lbs

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile, the information provided in their resumes and letters of interest. 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
• 90% of your rating for resume and letter of interest

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 documentation to Pilar.Jauregui@tucsonaz.gov

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 this process, please email 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

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.