Administrative Assistant

City of Tucson • Cocoa, FL

11d • $20 - $30 • Onsite

About The Position

The Administrative Assistant position at the City of Tucson’s City Clerk's Department is responsible for maintaining city records, coordinating meetings, and assisting with municipal elections to ensure legal compliance and transparency. This position involves providing customer service, processing public records requests and official documents. Work is performed under the supervision of the Office Supervisor. 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.
• Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

Nice To Haves

• A valid and unrestricted driver’s license with two (2) years of licensed driving is required.
• Administrative Support, Clerical, Data Analysis, or Record Keeping.
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Utilizing OnBase for document management, workflow automation, and agenda preparation.
• Preparing reports and communicating with team members and stakeholders.
• Producing accurate documents and maintaining meticulous records, minimizing errors in work.
• Drafting and composing official correspondence
• The Arizona Notary Public Commission must be obtained within twelve (12) months of hire / prior to the completion of the probationary period and must be maintained throughout employment in this position.

Responsibilities

• Provides assistance to the public, city officials, and employees by answering questions related to city policies, procedures, and services. Guides citizens through processes like obtaining state liquor licenses, bingo and off-track betting, public records, claim filing, elections support and management of the city’s boards and commissions.
• Drafts, reviews, and distributes official city documents such as legal notices, resolutions, ordinances, and correspondence. Assists with reviewing documents for errors, formatting corrections to ensure documents meet city standards.
• Organizes, maintains, and ensures the accessibility of city records. Transcribes and logs council meeting minutes ordinances, and resolutions, in compliance with records retention laws.
• Processes and responds to public requests in accordance with state and local laws, ensuring timely and accurate delivery of requested information.
• Prepares, organizes, and distributes agendas, packets, and minutes for city council meetings, boards, and commissions. Ensures the timely publication of meeting materials and public notices.
• Assists with the coordination and administration of municipal elections, including assisting with voter registration, polling locations, and election day logistics. Ensures compliance with election laws and regulations.
• Performs other duties and tasks as assigned.

Benefits

• medical, dental, vision, life, disability, and FSA coverage
• pension plan plus 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
• opportunities to forge connections with peers and the community through employee resource groups and paid volunteer hours

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree