Administrative Assistant

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 Fire Department is responsible for providing support to fire personnel. This position is also responsible for exhibiting a customer focused service orientation towards internal and external customers by building and maintaining positive working relationships while displaying a high degree of professionalism.

Work is performed under the supervision of the Chief of Staff. This position does not supervise.

Duties and Responsibilities

Administrative Support (45%) - Essential

Provides information and administrative support to fire administration staff regarding all communications, activities, and issues which may arise on a day-to-day basis. Orders supplies and equipment and takes inventory of supplies.

Enters data and data corrections in all used Fire Department and city systems. Schedules meetings and appointments for Fire staff. Researches, prepares and processes paperwork and maintains spreadsheets, logs, and files.

Prepares administrative reports, meeting minutes, and other management related reports. Troubleshoots office equipment and conference room technology issues.

Customer Service (30%) - Essential

Provides quality customer service to members of the public, personnel, and members of other agencies. Answers questions or connects the internal/external customer with the resources they need.

Connects, researches, and responds to citizen requests in person or by phone or email. Processes requests for a variety of Fire Department Services both internal and in the community.

Communication (20%) - Essential

Responds to incoming Fire Department mail, emails, phone calls, and voicemails. Researches and responds to a variety of Fire Department citizen requests in accordance with City/Fire policies. Develops and maintains websites, prepares newsletters and promotional materials.

Other duties as assigned (5%) - Non-Essential

Attends Fire Department meetings and workshops, participates in the development of office policies and procedures by providing feedback to leadership. Manages conference registrations, hotels, travel arrangements, etc. Coordinates various special projects.

• 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:

Bilingual (Spanish)

ADDITIONAL POSITION INFORMATION:

Position Title:

Administrative Assistant

Department Name:

Fire Department

Department Link:

https://www.tucsonaz.gov/Departments/Fire

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 07-14-2024 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:

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.