MANAGEMENT ASSISTANT

 

The City of Tucson Planning and Development Services Department seeks a Management Assistant to join our customer-centric culture providing strategic, timely service to an engaged public.

Promoting safety, economic vitality and adaptability to a growing community is what drives the department. We are seeking an experienced, motivated, highly qualified, and creative professional with strong interpersonal and management skills and the ability to provide great customer service.

The staff person in this position is expected to be in our office at 201 N Stone Ave full-time until the training period is successfully completed. They may be eligible for partial remote work and alternative work schedules depending on Department needs and individual circumstances.

 

ABOUT TUCSON

Tucson has a rich cultural heritage and is known for its lively arts scene, unsurpassed natural beauty, and outdoor lifestyle. Tucson's culture centers around a unique blend of Native American, Spanish, Mexican and Anglo-American influences. The city is situated in the Sonoran Desert and is surrounded by five mountain ranges. Blessed with the desert natural beauty and an unsurpassed climate of 360 sunny days a year, Tucsonans embrace a rare lifestyle and are committed to preserving that quality of life. 

The city is home to the University of Arizona and Davis-Monthan Air Force Base. Tucson is the seat of Pima County and has a Council-Manager form of government. The Tucson metropolitan area supports almost a million residents. As metropolitan Tucson continues to grow, the challenge of meeting resident expectations also increases.

The City of Tucson is committed to providing quality municipal services which promote a healthy community, offer opportunities for participation and leisure, and enable citizens to prosper at work and at home.

 

CITY-WIDE BENEFITS

The City of Tucson offers a wide range of generous benefits for eligible employees. Some of those benefits include:

Health and Wellbeing:

• Choice of medical, dental and vision insurance plans
• Life insurance and long-term disability options
• Employee assistance program to enhance your wellbeing
• Flexible spending plan for health and dependent care expenses
• Other voluntary benefits for financial security

Your Security and Future:

• Generous pension plans that help employees retire more comfortably
• Optional deferred compensation plans to save towards retirement
• Training, professional development, and tuition assistance programs
• Student loan repayment assistance
• Back-up care options for loved ones

Your Peace of Mind:

• Six weeks paid parental leave when you welcome a child and other generous leave policies
• New hires enjoy 37 days of paid time off in the first year, with time increasing steadily thereafter (In year one: 13 accrued days of vacation, 13 accrued days of sick leave, and 11 paid holidays).
• Generous employee discounts available
• Connections with the community through paid volunteerism and payroll-deducted charitable giving

For a full description of benefits offered to eligible employees, or to inquire further about the City of Tucson's benefits options, please visit: https://www.tucsonaz.gov/hr/employee-benefit-snapshot.

Within Planning and Development Services, Management Assistants support each of the four divisions. There are two current openings, one within Customer Service and Records Division and the other within the Current Planning Division. Strong management skills in customer service are critical with the ability to apply experience, technical knowledge, and professional judgement to the task. The staff person in this position will closely supervise administrative and customer support staff and will report directly to either a Management Coordinator or the Zoning Administrator.

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.

Supplemental materials are required to be submitted with your application. Without the materials listed below, your application will be considered incomplete, and you will not continue in this recruitment process. Please provide:

• A chronological resume reflecting relevant work experience and education/training
• A cover letter reflecting you background, experience, and interests as it relates to this position

In addition to the minimum qualifications stated above, the ideal candidate will possess the following:

• Customer service experience
• Supervisory experience
• Project management experience
• Strong interpersonal communication skills

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 next phase of the recruitment process.

• Virtual Oral Board Interviews will be held the week of April 3, 2023

*It is important to note that the City of Tucson uses Microsoft Teams for its virtual interviews. Please ensure that you have access to this software application.

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
• 20% of resume, cover letter
• 70% of your oral board interviews

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 them to Randall.Moehr@tucsonaz.gov upon being invited to the interview process. 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 Randall.Moehr@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.

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.