Administrative Assistant - Grant Funded

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 at the City of Tucson's Housing and Community Development (HCD) Department supports the division's financial operations by performing various administrative and clerical tasks supporting the division's administration of various funding sources, including payment processing, reconciling, tracking, report generation, data gathering, data entry, and other general clerical duties that support the division.

This position is under the supervision of a Community Services Manager. This position does not supervise.

Duties and Responsibilities

Administrative Support (30%) - Essential

Answers phone calls and emails related to financial inquiries. Schedules meetings and appointments for the finance team.

Organizes and maintains financial files and documents. Performs general office duties such as filing, photocopying, and scanning documents. Assists other Housing First with their clerical needs and projects as needed.

Gathers supporting documents for drawdown. Tracks and orders office supplies, as needed.

Grant Support (30%) - Essential

Processes invoices, expense reports, and payment requests related to housing grants. Reconciles financial data and purchasing cards (P-Card) transactions while ensuring the accuracy and integrity of financial data.

Generates accounting transaction query reports. Prepares budget-related data by collecting grant reports to compare to actual reports. Tracks budgets and actual reports to ensure that data is matching. Assists with financial analysis and special projects as required.

Data Entry and Support (20%) - Essential

Enters financial data into accounting software regarding budgets. Enters, updates, and manages data in databases and spreadsheets related to purchasing cards. Gathering supporting documents for drawdown.

Customer Service (15%) - Essential

Communicates with customers and vendors regarding billing and payment issues. Resolves discrepancies and responds to inquiries. Collaborates with other departments on financial matters or as needed.

Other Duties as Assigned (5%) - Non-Essential

Performs all other duties and tasks as assigned.

• All duties, responsibilities, and percentage of time listed are subject to change.

MINIMUM REQUIRED QUALIFICATIONS:

Education:

6 months post high school

Work Experience:

One (1) year of directly related experience

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

or a related field.

Work Experience:

Skills:

License/Certifications:

Languages:

PREFERRED QUALIFICATIONS:

At least one (1) year of accounting payable experience and any other type of accounting-related financial duties.

ADDITIONAL POSITION INFORMATION:

Position Title:

Administrative Assistant

Department Name:

Housing and Community Development

Department Link:

https://www.tucsonaz.gov/Departments/Housing-and-Community-Development

FTE%:

100

FLSA:

Non-Exempt

Position Type:

Regular

COMPENSATION & BENEFITS

Minimum Hiring Salary: $16.50

Dependent upon experience, qualifications, and successful completion of any applicable job training

Full Hourly Range: $16.50 - 28.46 USD

In accordance with pay transparency, the salary reflected in this posting is the full salary range for this position. Individual placement within the range is based on the candidate's current experience, education, skills, and abilities related to the position. Salary placement is typically between the minimum and mid-point of the salary range.

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 six 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 07-07-2024 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:

First round of interviews will be on Friday, July 19, 2024 and Tuesday, July 23, 2024.

Second round of interviews will be Tuesday, July 30, 2024.

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.