ADMINISTRATIVE ASSISTANT - CITY CLERK'S OFFICE

Recruitment #2301-0231-003

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Introduction


If you appreciate the challenge of a fast-paced work environment, value diverse job duties and opportunities and adjust well to changing demands, the City Clerk’s Office is for you. Our busy office is seeking experienced and reliable Administrative Assistants. We provide opportunities to learn about the core of Municipal Government, by working with Mayor and Council agendas, boards and commission members, assisting in all aspects of municipal elections and records management. We have a passion for our work, and we believe that hard work and accuracy can be accomplished in an energetic and fun atmosphere.

Our Agenda Section compiles Mayor and Council meeting agendas and supporting documents and posts them online.  After each meeting, Agenda Section employees process the approved documents by getting signatures and sending them to other agencies.  Once this process is complete, said documents go to our Records Section for public file.

Boards, Committees & Commissions (BCCs) and Liquor Licenses Section:  This section maintains the membership and documents of the City's 50+ BCCs and processes all applications for liquor licenses in the City limits.  This includes preparing documents for approval at each Mayor and Council meeting, which also ties into our Agenda process.  

The Records Section maintains public files of all Mayor and Council meeting material and other official City of Tucson documents.  This Section also processes records requests, claims against the City, contracts, and assists with file management at our Records Center warehouse.  

In addition to these three sections (Agenda, BCCs/Liquor Licenses, and Records), our office also administers The City's elections, with candidates up for election every odd-numbered years.  Our entire staff helps process petitions for propositions and candidates, create and proofread publicity pamphlets, mail out and process ballots, answer calls from voters, as well as work at the voting locations.  

Each of our Administrative Assistants directly supports at least one BCC and rotates to provide support for the City Council meetings.  This includes attending the meetings to help the public and the City Council, then transcribing minutes afterwards.

Our office hours are Monday thru Friday, 8 AM to 5 PM, but our work does require overtime that is normally at least once a month for evening BCC meetings.  During election years, overtime can be daily, and is usually in the evenings but can also include early mornings and possibly Saturdays.

While most of the work is clerical in nature, it does involve bending, climbing ladders, lifting and moving items such as file boxes, ice chests, and 5-gallon water bottles as well as manuvering loaded carts and operating pallet jacks.  

We are a busy office with a wide variety of responsibilities.  Each staff member plays an important role in each of these areas which requires professional interaction with the public, other City departments, Mayor and Council, and other government agencies such as Pima County and the State.

General Description

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

This position performs specialized clerical and administrative work in maintaining official City records, official actions of council meetings, maintains boards and commissions appointments, and assists in the administration of City elections. There are opportunities for overtime in the areas of elections and boards and commissions.  

Essential Functions

Maintain fiscal records and accounts assist with budget research and prepares reports, monitors revenues and expenditures, compiling data relating to financial issues.

Assist in budgeting duties by providing back up information when needed.

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.

Perform general office duties such as recording and transcribing meeting minutes, typing and proofreading correspondence, and distributing and filing official forms.

Responds to customer inquiries and assists in the resolution of problems.

Issue public notification of all official activities and meetings.

Maintain and update documents such as municipal codes and city charters.

Prepare meeting agendas and packets of related information.

Prepare ordinances, resolutions, and proclamations so that they can be executed, recorded, archived, and distributed.

Coordinate and maintain office-tracking systems for correspondence and follow-up actions.

Maintain fiscal records and accounts.

Participate in the administration of municipal elections, including preparation and distribution of ballot packets, and assistance in the accountability and certification of results.

Research information in the municipal archives upon request from public officials and private citizens.

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

Special Job Requirements

A chronological resume must be included with your application.

Selection Plan

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 the following assessments:

  • Written Exam will be sent electronically on February 15, 2023 and due February 18, 2023
  • Oral Board Interviews to be held the week of March 6, 2023

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
  • 10% of your written exam
  • 80% of your Oral Board interview

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 upon being 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@tucsonaz.gov  least 48 hours prior to the evaluation or email at the email listed above.

Conclusion

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.  
Failure to respond or follow instructions will result in disqualification.  

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.