STAFF ASSISTANT

 

About the Community Safety, Health, and Wellness Program:

The Community Safety Pilot Program was created in September 2020 by Tucson’s Mayor and Council. The Community Safety Pilot Program created a community safety continuum across City departments and non-profit partners that is grounded in the needs and vision of community safety identified through community engagement.

In April 2021, the program became permanent. At that time, various forums and surveys were launched to expand community voice in the program design, and the Program Director was hired in January 2022. The program is housed in the City Manager’s office and aims to:

• Provide a civilian response to non-emergency calls coming into our 9-1-1 call center related to mental health, substance use or homelessness, and;
• Coordinate across city departments, non-profit and community-led organizations to prevent crises related to mental health, substance use or extreme poverty, and to advance racial equity.

Community Safety is an approach that reflects the broad range of factors that promote an environment where residents not only feel safe but thrive. With awareness that our community is safest when we have the tools to reduce and prevent crises, we are working to ensure that the City of Tucson has the appropriate responses to crises related to substance use, mental illness, and extreme poverty. 

 

About the position:

The Staff Assistant position within the Community Safety, Health & Wellness Program is a critical support role providing organizational, administrative, and financial analysis and support to the program. The Staff Assistant works with the Management team to support the programs development with an emphasis on improving outcomes for residents, ensuring community accountability, and supporting strategic program modeling and partnership development to aid the program’s expansion.

The successful applicant will have the ability to achieve community-facing work as well as operational tasks that allow the program to function. The Staff Assistant provides constituent services as needed, supports the program in community engagement, plans and attends public meetings, and assists in preparing community outreach documents and reports. Operationally, the Staff Assistant tracks the budget, divides or assigns tasks, manages procurement processes, manages fleet vehicles, manages and orders inventory, assists with payroll processes, assists with human resources functions, researches and provides data analysis and summary reports to support grant tracking and processing, and supports special projects as needed.

This position requires independent judgement, innovative problem resolution and the ability to anticipate and adapt to changing priorities. Through open communication, versatility, strong organizational skills and collaboration, the Staff Assistant provides exceptional support and analysis to various areas and leadership within the Community Safety, Health & Wellness Program.

Successful candidates will confidently and compassionately engage with diverse communities one-on-one and in groups. They will have the ability to think critically in new situations and utilize available resources for problem-solving. The successful candidate will enjoy working as part of a dynamic, fast-paced team. They will have the ability to handle confidential or sensitive information. Finally, a good sense of humor is a significant strength for this future Community Safety, Health & Wellness team member.

 

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

CITY WIDE BENEFITS

• Medical: Choice between a high deductible plan (HSA or HRA), or Network plan
• Dental: Choice between a national dental PPO and a local dental HMO
• Vision: Coverage for annual eye exam and glasses or contacts, plus LASIK
• Life: City-paid coverage for you & dependents, plus option to buy more
• Long-Term Disability: Income replacement of up to 60% of your base salary in the event of a qualifying disability
• Employee Assistance Program: Enhance your wellbeing when life doesn’t go as planned
• Flexible Spending: Pay for qualified health and dependent care expenses using pretax dollars
• Colonial Voluntary Benefits: Financial help in the event of cancer, hospitalization, accident and more

Your Security and Future

• Pension: Generous pension plans that help both civilian and public safety employees retire more comfortably
• Deferred Compensation: Save more toward a comfortable retirement with a 457(b) plan
• Training & Tuition Assistance: Pursue your dream through internal training or financial help toward a degree Back-Up Care: Care for your loved ones when your regular care is unavailable  

Your Peace of Mind

• Paid Parental Leave: Six (6) weeks paid leave when you welcome a child, plus other generous leave policies for FML, Medical and USERRA
• Paid Time Away: 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)
• Employee Discounts: Generous discounts, ranging from car rentals to computers, gifts to groceries, electronics to entertainment
• Social Connectedness: Forge connections with the community we serve 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 benefit options please visit: https://www.tucsonaz.gov/hr/employee-benefit-snapshot

Provides administrative support or assists with financial functions, and with the coordination of daily operations.

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

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.

Assists with personnel actions including employee hiring processes, training sessions, identifying, researching, and analyzing employee issues and documenting findings and actions and suggesting resolutions.

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 budgeting, finance, and human resources management

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.

Fluency in Spanish

Basic understanding of social safety net services and mental health resources in Tucson

Experience (professional or volunteer) communicating with the public with attention to customer service

**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 invited to submit a writing sample. Writing samples should be recent, professional written communication. Only one-page will be reviewed. 

• Writing Samples will be evaluated the week of June 12, 2023

The highest rated applicants from the Writing Sample exercise will then be invited to participate in an oral board interview.

A cover letter of interest AND resume are required to advance in this recruitment process. Failure to attach a cover letter and resume will result in removal from further consideration.

• Oral Board Interviews will be held the week of June 26, 2022

Upon completion of all examination processes, the highest scoring applicants will be placed on a civil service employment list.  Candidate's rankings on a civil service list will be based on their final score which will be calculated as:      

• 20% of your rating for education and work experience 
• 10% of your rating for the writing sample
• 70% of your rating for the oral board interview

The civil service list created through this recruitment process may be utilized to fill vacancies occurring in this classification within the next 6 months. Final selection  interviews may be conducted following the completion of all recruitment components. 

If you need of an Americans with Disabilities Act-related accommodation during the testing process, please contact Randall Moehr at Randall.Moehr@tucsonaz.gov at least 48 hours prior to the evaluation.

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 Randall.Moehr@tucsonaz.gov.  The DD214 must be a copy that indicates characterization of service. 

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.