Administrative Assistant
City of Tucson
•$20 - $30•Onsite
About The Position
The Administrative Assistant position at the City of Tucson’s Public Safety Communication Department performs research and analytical work in support administrative, financial, and personnel functions. Work is performed under the supervision of the Management Assistant. This position does not supervise.
Requirements
- 6 months post high school
- One (1) year of relevant experience
- Any combination of relevant education and experience may be substituted on a year-for-year basis.
- 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.
Nice To Haves
- The software or systems you are most skilled in, along with a specific example of how you’ve used them to solve a problem or improve a process.
- Why you are the ideal candidate for this position.
Responsibilities
- Providing comprehensive administrative support to department leadership, bureaus, and assigned programs.
- Prepare, edit, format, and distribute correspondence, reports, agendas, meeting minutes, bulletins, and other official documents.
- Coordinate meetings, training, special events, tours, and onboarding activities, including scheduling, logistics, and resource preparation.
- Maintain accurate electronic records, database, spreadsheets, filing system, and training documentation in accordance with departmental standards.
- Support financial administrative functions, including purchasing, inventory management, invoice processing, contract tracking, and account reconciliation.
- Provide front office support by responding to inquiries, greeting visitors, managing communications, and delivering exceptional customer service.
- Maintain departmental resources, standard operating documents, training materials, and electronic learning platforms to support operational readiness.
- Manage multiple priorities and special projects while exercising sound judgment, maintaining confidentiality, and ensuring accuracy in a fast-paced public safety environment.
- Reviews and processes invoices, deposits, and payments by maintaining spreadsheets, logs, and/or files.
- Prepares financial documents or billings by performing financial calculations, monitoring petty cash, monitoring contracts and reconciling accounts.
- Takes inventory and orders supplies or equipment from approved merchants and vendors as needed.
- Schedules meetings, appointments, or training sessions by using calendaring software.
- Researches, prepares and processes paperwork and other materials by compiling data, creating, preparing and reviewing correspondence.
- Troubleshoots office equipment issues, submits work orders, and requests appropriate repair services as needed.
- Prepares newsletters or other informative materials for distribution to stakeholders within the department or organization.
- Performs all other duties and tasks as assigned.
Benefits
- medical, dental, vision, life, disability, and FSA coverage
- pension plan
- optional Roth and pretax deferred compensation savings
- 38 paid days off in the first year of employment, with time off increasing steadily in subsequent years
- twelve weeks of paid parental leave
- paid tuition reimbursement
- student loan repayment
- off- and on-the-job training
- employee resource groups
- paid volunteer hours
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
