Management Assistant

City of Tucson

2d • $32 - $48 • Onsite

About The Position

The Management Assistant position at the City of Tucson’s Environmental Services Department provides executive level support to the Director and Deputy Director. This role oversees departmental operations, manages financial processing, coordinates meetings, manages and processes travel and training requests and supervises administrative staff. This position is integral in conducting research, providing analysis, and making department-wide recommendations that contribute to process improvements as to enhance departmental programs and services. Work is performed under the supervision of the Director. This position exercises supervision over Environmental Services Administration personnel.

Requirements

• Bachelor’s degree
• Two (2) years of directly related experience
• Valid and Unrestricted Arizona Driver’s License - Class D

Nice To Haves

• At least 2 years’ experience in a lead role in an administrative or office environment
• Experience coordinating daily operations and managing staff schedules/workflows
• Strong written and verbal communication skills
• Experience preparing reports, presentations, memos, and professional correspondence.

Responsibilities

• Supervises and coordinates staff and assigns work.
• Ensures quality and timeliness of work as well as adherence to local, state, and federal governmental regulations and other applicable rules and requirements.
• Makes recommendations on employee discipline and other personnel issues.
• Evaluates and manages employee performance, discusses and identifies personnel issues, and facilitates resolutions.
• Ensures staff is trained appropriately, provides leadership and guidance.
• Monitors leave balances and verifies timecard accuracy.
• Reviews and approves employee timecards for processing.
• Assists with the implementation, evaluation and interpretation of department policies, projects and procedures.
• Implements controls for appropriate unit staffing by participating in the recruitment and hiring of employees.
• Provides proactive administrative support focused on improving service delivery and operational efficiency.
• Key responsibilities include identifying workflow improvements and advising the Director and Deputy Director on implementation strategies.
• Performs as central communication hub, improving coordination both internally and with external stakeholders.
• Provides enhanced support to ESAC functions, including preparation of minutes, LARS, PRRs, and responding to member requests for information and follow-up.
• Responsible for tracking and ensuring completion of directives, surveys, and training requirements, confirming they are received, acknowledged, and executed.
• Assists with the preparation and monitoring of internal billing and budgets by researching and answering questions regarding changes.
• Tracks expenditures, establishes and monitors cost accounting systems, and procures supplies and equipment.
• Monitors and prepares projected expenditures and revisions.
• Monitors purchase requisitions, orders and prepares required documentation and reports.
• Investigates and addresses customer complaints and concerns.
• Responds in a timely manner, provides solutions, corrects errors, and maintains records of customer service issues and resolutions.
• Responds to information requests from public and other departments by conducting research and providing educational outreach to the community.
• Collaborates with contracted services, consultants, and stakeholders.
• 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
• thirty-eight 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level