Administrative Assistant Job at City of Tucson (AZ) in Tucson
City of Tucson (AZ), Tucson, AZ, United States
POSITION DUTIES AND QUALIFICATIONS
SUMMARY OF DUTIES:
Performs research and analytical work in support of administrative, financial, and personnel functions.
DUTIES AND RESPONSIBILITIES:*
Position Specific Summary
The Administrative Assistant position provides administrative support to the Police and Fire retirement boards and commissioned personnel participating in the PSPRS plan.
Duties and 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, monitors contracts, and maintains spreadsheets, logs, and files.
* Performs related duties by troubleshooting office equipment issues, scheduling training classes, 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/or area. Coordinates the receipt, processing, and distribution of documents. Resolves questions and inquiries. Processes employee data, personnel, or other information. Maintains data and reports.
* Collects membership forms from new members and lateral classes and routes them to the Police or Fire department as appropriate for signatures, copies for member files, and originals to Phoenix 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.
* Drafts agenda, Legal Action Reports, and meeting minutes for both boards for the Board Secretary to do the final write-up, review, and submission. Puts together board meeting packets and materials - copies, scans, and electronic versions.
* Orders election materials and picks up from vendors, ballot counting, drafting communications, securing and tracks incoming ballots, and other assigned election duties.
* Assists with budget preparation, monitor revenues and expenditures, 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 HRIS system, processes all invoices for payment in HRIS system.
* Performs all other duties and tasks as assigned.
* 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/pension topics.
* Assists with plan member actions, including retirement processes, research and analyze plan member issues, and document findings and actions.
* Responds to customer in-person, phone, and email inquiries and assists in the resolution of problems.
* Assist members terminating service with options and/or refund packet assistance.
* Provides retiring members with important payout dates for final pay.
* Assists members terminating service with options and/or refund packet assistance.
* Creates and has on hand, updates as needed informational packets to distribute to new hires at the academy.
* Assists the Board Secretary in support of the PSPRS Board's regular or special elections.
Working Conditions
Mostly office environment.
* All duties, responsibilities listed are subject to change.
MINIMUM REQUIRED QUALIFICATIONS:
Education:
6 months post high school
Work Experience:
One (1) year of directly related experience
License:
Any combination of relevant education and experience may be substituted on a year-for-year basis.
ADDITIONAL MINIMUM REQUIRED QUALIFICATIONS:
Education:
6 months post high school
Work Experience:
* One (1) year of directly related experience
License/Certifications:
Languages:
PREFERRED QUALIFICATIONS:
ADDITIONAL POSITION INFORMATION:
Position Title:
Administrative Assistant
To view the full job profile including classification specifications and physical demands click here.
Department Name:
Fire Department
Department Link:
https://www.tucsonaz.gov/Departments/Fire
Recruiter Name:
Ashley Tellez (102502)
Recruiter Email:
TFDHR_Payroll@tucsonaz.gov
FTE%:
50
FLSA:
Non-Exempt
Position Type:
Appointed
COMPENSATION & BENEFITS
Full Hourly Range: $16.50 - 28.46 USD
The Full Hourly Range reflects the City of Tucson's pay range at the time of posting. The City of Tucson considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.
The City of Tucson offers a generous benefits package for benefit-eligible positions.The comprehensive, flexible, and affordable coverage is designed to optimize health and well-being, security and future, and peace of mind. Benefits begin with medical, dental, vision, life, disability, and FSA coverage, surpassing your standard 401(k) program by offering a rich pension plan plus optional Roth and pretax deferred compensation savings.
With your well-being in mind, our paid time off program provides new hires with 38 paid days off in the first year of employment, with time off increasing steadily in subsequent years. We offer twelve weeks of paid parental leave, paid tuition reimbursement, student loan repayment, off- and on-the-job training, and opportunities to forge connections with peers and the community through employee resource groups and paid volunteer hours.
You can learn more about our benefits at https://www.tucsonaz.gov/Departments/Human-Resources/Employee-Benefit-Snapshot.
POSTING INFORMATION
Posting Close Date:
Applicants must submit their completed application by 11-28-2024 at 11:59 p.m. MST
APPLICATION INSTRUCTIONS
Please see the special application instructions below and follow the directions for applying to this position.
Special Instructions:
Physical and lifting abilities/requirements are determined by position and are included in the position description.
Background Check: This position has been designated to require a criminal background check.
CITY OF TUCSON IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER and does not discriminate based on race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, veteran status, age, disability, genetic testing, or any other protected status. If you believe you have been a victim of discrimination, you may file a complaint with the City of Tucson's Office of Equal Opportunity Programs, U.S. Equal Employment Opportunity Commission (EEOC) or Arizona Attorney General's Office of the Civil Rights Division (ACRD). Click for more information from ACRD about employment discrimination and how to file a complaint with ACRD
The City of Tucson employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
The City of Tucson is committed to providing access and reasonable accommodation for individuals with disabilities or who require religious accommodation; please contact Human Resources at EmployeeLeaves@tucsonaz.gov or 520-791-2619.
City of Tucson is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer.
Questions? If you need assistance applying for any position, please contact recruitment@tucsonaz.gov or 520-791-4241.
TFDHR_Payroll@tucsonaz.gov