Administrative Assistant, part-time

Part-time

Tucson, AZ

Executive, Legislative, and Other General Government Support

About the position

The Administrative Assistant position provides administrative support to the Police and Fire's Public Safety Personnel Retirement System (PSPRS) local board members, local board office and commissioned personnel participating in the PSPRS plan.

Responsibilities

• Performs administrative duties by ordering supplies and equipment.
• Enters various information into the system, schedules meetings, researches, prepares, and processes paperwork and other materials.
• Compiles data, creates, prepares, and reviews correspondence and reports.
• Maintains spreadsheets, logs, and files.
• Performs related duties by troubleshooting office equipment issues, taking inventory, coordinating various special projects, preparing communication materials, and attending meetings.
• Ensures the accuracy of information and completion of requests.
• Responds to general inquiries.
• Answers and routes incoming questions, concerns, and inquiries to appropriate personnel and area.
• Coordinates the receipt, processing, and distribution of documents.
• Resolves questions and inquiries.
• Processes PSPRS member data, personnel, or other information.
• Maintains data and reports.
• Collects membership forms from new members and lateral class recruits and routes them to the Police or Fire department as appropriate for signatures, copies for member files, and originals to the PSPRS Phoenix office by deadlines.
• Maintains master calendars for important annual events.
• Creates informational handouts, checklists.
• Writes award letters for retired members verifying their pension amount and eligibility terms.
• Maintains all member files.
• Assists the Board Secretary in support of the Public Safety Personnel Retirement local board office.
• Makes copies of reports and questionnaires received from IME or Psychiatrists for members of the board via board binders.
• Assists with drafting the Local Board meeting agenda, Legal Action Reports, and meeting minutes for both boards.
• Puts together board meeting packets and materials including copies, scans, and electronic versions.
• Drafts calendar for the year of board meetings.
• Maintains Disability Case Laws as needed by the Boards.
• Assists active and retired police officers and firefighters with retirement and pension topics.
• Supports plan member actions, including retirement processes.
• Provides research and analyzes plan member issues, and document findings and actions.
• Responds to members in-person, phone, and email inquiries and assists in the resolution of problems.
• Assists members terminating service with options and refund packet assistance.
• Creates and provides updated materials for new recruit informational packets for distribution at new hires academies.
• Assists the Board Secretary in support of the PSPRS Board's regular or special elections.
• Orders election materials and picks up from vendors.
• Counts ballots, drafts communications, secures and tracks incoming ballots, and other assigned election duties.
• Assists with budget preparation, monitors and tracks revenues and expenditures throughout the fiscal year, and compiles data relating to financial issues.
• Reviews and processes invoices, deposits, and payments.
• Prepares financial documents and billings.
• Performs financial calculations, extracts and analyzes financial databases, and reconciles accounts.
• Sets up new payees in Workday and processes all invoices for payment within the Workday system.
• Performs all other duties and tasks as assigned.

Requirements

• Six (6) months post high school and one (1) year of directly related experience.
• Any combination of relevant education and experience may be substituted on a year-for-year basis.

Benefits

• Medical, dental, vision, life, disability, and FSA coverage.
• Rich pension plan plus optional Roth and pretax deferred compensation savings.
• Paid time off program provides new hires with 38 paid days off in the first year of employment.
• Twelve weeks of paid parental leave.
• Paid tuition reimbursement.
• Student loan repayment.
• Off- and on-the-job training.
• Opportunities to forge connections with peers and the community through employee resource groups and paid volunteer hours.