ADMINISTRATIVE ASSISTANT

Recruitment #2301-0231-002

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Introduction

The Tucson Police Department (TPD) and the Tucson Fire Department have an exciting career opportunity for candidates who have a desire to support a large law enforcement agency or large fire agency. If you are a collaborative individual with a strong desire to serve the community, we have fantastic opportunities for you!

The Administrative Assistant positions are located at either the Tucson Police Department or the Tucson Fire Department and are responsible for supporting a large division within the respective department by performing general administrative duties, reviewing and processing documents, coordinating schedules and meetings and analyzing information to compose reports and correspondence. This position serves as the liaison between community members, TPD or TFD, and City leadership and other City of Tucson departments.

General Description

Performs research and analytical work in support of administrative, financial, and personnel functions.

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.

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

Minimum Qualifications

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

Selection Plan

You are encouraged to print this bulletin because it contains important dates and information that will not be available online once this position closes.

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.

The top 50 applicants who successfully complete an employment application, meet minimum qualifications, and successfully provide the required documents will proceed to the practical assessment.

  • Practical assessment - will be a review of the submitted resumes the week of February 27, 2023.

Top scoring applicants who successfully pass the practical assessment will be invited to participate in an in person oral board interview.

Oral Board Interviews will be held the week of March 13, 2023.

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List that will be used to fill vacancies occurring within the next six (6) months.

An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as: 

5% of your rating for education and work experience 
10% of your practical assessment-resume review
85% of your oral board interview

Candidates placed on the Employment List will be subject to the following:
An extensive background investigation, including local, state, and national criminal and fingerprint checks
Driving history

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 upload your documentation as part of the application process or email it to TPD_HR@tucsonaz.gov. The DD214 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 call Carolyn Cruse at 520-837-7755 or email: Carolyn.Cruse@tucsonaz.gov at least 48 hours prior to the evaluation. 

Pre-employment Medical Testing Requirements

None

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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.