STAFF ASSISTANT -Department of Transportation & Mobility

* * *  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 Staff Assistant position within the Engineering Division is a critical support role providing organizational, administrative, and financial analysis and support to the Engineering Team. The Staff Assistant maintains a thorough understanding of the division's role within the department to prioritize tasks based on critical business needs efficiently and requires close coordination with all sections within the  department. Duties include overseeing financials, managing supplemental agreements, creating and maintaining project reports.  

This position requires independent judgment, innovative problem resolution, and the ability to anticipate and adapt to changing priorities. The Staff Assistant provides exceptional support and analysis to various division leadership areas through open communication, versatility, strong organizational skills, and collaboration.

This position will be responsible for preparing and maintaining construction documents for City of Tucson road design and construction projects to include legal documents and specification books, contract amendments, purchase orders, and direct releases.  It will provide administrative support or assistance with financial functions, and with the coordination of daily operations in the Engineering Division.

Routine Functions of the position may include but are not limited to the following:

• Tracks most of the Engineering Division’s construction projects using current tracking methods (Tracklogs). Updates contract status during the project’s progression. 
• Works with project inspection staff to obtain project information, including projected quantities to estimate construction costs, as-built quantities, and other information as may be needed.
• Assists with the preparation of supplemental agreements. Reviews supplemental agreements and pay estimates for completeness and accuracy (working with project manager) for the assigned projects. 
• Ensures that the files for assigned contracts are kept up to date and that all the records are complete.
• Verifies work done under Time & Material procedures. 
• Provides support information and data for the Engineering Division and others as requested or required. 
• Updates and maintains the Rental Rate Blue Book information.
• Assists with establishing a file system for blank forms and ensures that there are sufficient forms and that they are updated, with the assistance of other staff.
• Coordinates preconstruction functions for all projects (sets up meeting time and date; prepares initial preconstruction minutes with project manager for distribution to COT staff; attends precon; verifies submittals are received; and prepares and distributes minutes with project manager’s assistance).
• Receives and files contractor’s submittals in Project Folder for project manager to distribute to applicable parties for review and approval. 
• Prepares supplemental agreements for all projects in standard Department format, tracks them from draft to execution and follows up on tracking of these documents. 
• Verifies monthly pay estimates for Contract Construction projects. Pursues errors with the inspection staff and/or contractor. Provides notification to the contractor if changes to the pay estimate forms are needed.
• Prepares construction project filing system for use during construction. Including files for Prime and all subcontractors on Federal Aid projects.
• Provides construction information to bonding companies, upon request. 
• Performs project close-out functions.
• Maintains pending file and expenditure reports on all current active and completed projects. 
• Verifies and processes force account work. Maintains and updates force account log. 
•  Compiles individual project bid tabulations into a single workbook (ItemSortAll)

The essential duties of this classification include but are not limited to: 

• 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.
• 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 experience budgeting and/or finance

An equivalent combination of education and experience that provides the ability to successfully perform the essential functions may be considered. 

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

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 evaluated on the written materials requested as part of this recruitment process. 

An evaluation will be conducted and scored on the Resume and Letter of Interest submitted with the application materials via the resume tab in the application process. Please ensure that you have uploaded a resume and letter of interest, failure to do so will result in a negative score for this portion of the process and may impact your ability to move forward in this process. The highest scoring applicants will then be invited to a virtual oral board.

            Interviews will be held: February 24, 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
• 30% of your rating for resume review
• 60% 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.

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please call Malena Carreon at 520.330.8471 or Diane Webster at 520.633.5044 at least 48 hours prior to the evaluation.

Communication during this process will be sent via email to the email address on file, 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 may result in disqualification.

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.