STAFF ASSISTANT - HUMAN RESOURCES DEPARTMENT

Recruitment #2311-0236-001

Introduction


The City of Tucson is seeking a dynamic professional as Staff Assistant to provide organizational, administrative, communication, and financial analysis in support of the strategic direction and initiatives of the Human Resources Department.

This is a unique opportunity to join the rapidly growing and evolving team by leading a new culture of agility, continuous improvement, data-driven decisions, and transformational operations as a strategic partner throughout the City.

Ignite your future by joining the City of Tucson Human Resources, where we value our employees, deliver exceptional service, and create an inspiring place to work!

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/Departments/Human-Resources/Employee-Benefit-Snapshot.

General Description

The Staff Assistant provides confidential administrative and fiscal support to the Human Resources Administrative Services unit, including broad responsibilities for the management of all correspondence on behalf of the HR Director/CHRO, budgetary and fiscal duties, special projects, and other general office coordination.

This is a unique opportunity to join the rapidly growing and evolving team by leading a new culture of agility, continuous improvement, and data-driven operations as a partner throughout the City.

Essential Functions

HR Director/CHRO Support (30%) - Completes a broad variety of administrative tasks for the HR Director/CHRO including: managing an active calendar of appointments; composing and preparing correspondence including confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.  
Relieves the HR Director/CHRO of routine operational and administrative details and performs administrative functions that require a thorough knowledge of City policies, procedures, and operations and an understanding of the City's role within the community. 

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the HR Director/CHRO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Safeguards the confidentiality of Human Resources and City matters by exercising discretion in communicating information to staff and others served by the City and in handling administrative records, files, and similar confidential items. 

Participate in and provide resource information for problem solving, project planning and management, and the development and execution of goals and objectives. 

Serve as a key research resource for the HR Director/CHRO on operational procedures and City regulations, policies, and procedures before implementation.

Fiscal Support (25%) - Responsible for some or all the fiscal activities of the department. Assists in the preparation of annual and biennial budgets. Prepares and monitors all budget projections. Provides data and advice when preparing budget requests. Prepares quarterly budget reports. Process purchasing cards and invoices; prepare and submit professional services contracts. 

Manages, maintains, and audits financial processes in the department. Provides financial monitoring including tracking expenditures and providing reports. Prepare spreadsheets for budgets, contracts, and other financials including tracking and maintaining expenditures and reconciling accounts. Prepares monthly financial reports. Develop, maintain, and manage all financial reports and records.

Departmental Support (20%) - Organize general office operations and daily work; operational coordination of the general flow of work within the office; monitor attendance records for staff; track activities and prioritize incoming paperwork/correspondence for review and action and draft letters of response; and other office support. 

Schedules meetings, ensures appropriate coordination with interested individuals, locates conference rooms, coordinates necessary equipment and technical support, handles documents generated by these meetings, and schedules follow-up meetings when appropriate for the HR Director/CHRO. 

Assist in the support of the Civil Service Commission with oversight from the HR Director/CHRO and/or designee.

Special Projects (10%) - Organize and support special programs and projects. Monitor programs/projects as they relate to departmental goals. Collaborate on various administrative problem-solving; research issues and special problems and recommend solutions. Assist with the development and execution of area goals and objections.  Researches information, compiles statistics, gathers, and computes and analyzes various data; prepares special reports, summaries or replies to inquiries. Research and help implement “best practices” within area administration operations. Research and prepare background information for presentations, articles and publications; obtains and provides specific information, researches various issues, special problems, recommends solutions, coordinates and assists with policy matters.

Liaison (5%) - Provide a bridge for smooth communication between the HR Director/CHRO’s office, and external and internal departments; demonstrating professionalism to maintain credibility, trust, and support with staff. Facilitates cross-divisional coordination and outreach plans.

Process Improvement (5%) - Reviews processes, systems, etc. that might impact existing workflows and recommends methods to optimize to the desired state and improve efficiency. Create, optimize, and support the implementation of processes that link closely to system workflows. Communicate information clearly and create an environment where people can engage in open dialogue and reach effective solutions to optimize workflow or process.

Other (5%) - Maintain knowledge of current developments and practices in human resources. Provide backup to HR staff as needed. Perform other duties as assigned.

Minimum Qualifications

Bachelor’s degree AND two (2) years of executive administrative support experience. 

Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.  

Special Job Requirements

  • Ability to use at a high level of competency e-mail, word processing, spreadsheet, presentation, and electronic calendar software applications.
  • Effective interpersonal and intercultural communication skills; expresses written and verbal information using language that is appropriate to the complexity of the topic and the knowledge and understanding of the audience
  • Demonstrated ability to foster and maintain harmonious working relations.
  • Demonstrated ability to manage multiple priorities with varying deadlines.
  • Demonstrated success in maintaining a high level of confidentiality in a work environment.
  • Ability to work independently and take initiative while contributing to a team environment.

Preferred Qualifications

  • Experience working within a city, local government, or related organization.
  • Human resources office experience.

Selection Plan

PLEASE NOTE: Resumes must be uploaded as a PDF or Word document to be considered. Failure to upload your Resume will be considered an incomplete application.

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 an oral board interview within two weeks after the closing date.

Upon completion of all review processes, the top 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 based on submitted application material and interview(s) equally. This recruitment will establish a civil service list that may be utilized to fill future vacancies.

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 provide a copy to the HR facilitator prior to your Oral Board interview. The DD 214 must be a copy that indicates the characterization of the service.

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please Email Pilar Jauregui at Pilar.Jauregui@tucsonaz.gov at least 48 hours prior to the evaluation.

Conclusion

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.

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.