Job Details

Executive Assistant

The Executive Assistant position at the City of Tucson's General Services Department performs administrative, clerical, and financial support functions for the Department Director and Deputy Directors and provides excellent customer service to internal and external customers by identifying resources and providing solutions to common inquiries.

Work is performed under the supervision of the Director of General Services. This position does not supervise.

Duties and responsibilities include:

• Maintaining the executive leadership's calendars and emails by scheduling and tracking appointments and collaborating with other parties. Prioritizing time sensitive requests and confidential matters accordingly. Disseminating confidential documents, sorting and distributing mail, and preparing memos, correspondence, forms, reports, and files. Assisting with preparing meeting agendas, presentations, and taking meeting notes and minutes.
• Serving as a liaison between department executive leadership, department staff, other City departments, elected officials, and constituents. Preparing travel arrangements including flights, accommodations, ground transportation, and seminar and training registrations for the department's executive team. Managing and maintaining the department's vehicle records and coordinating vehicle availability for use.
• Handling incoming calls, directing inquiries and requests, taking messages, and forwarding to the appropriate staff. Responding promptly to voicemails and greeting visitors. Providing timely responses to information requests from department staff, other City departments, elected officials, and constituents.
• Addressing constituent complaints and concerns by compiling information, researching issues, facilitating resolutions with the appropriate department or agency, and communicating findings to the complainant. Recording and documenting actions and resolutions, and closing out complaints. Promoting departmental services and programs to constituents at community and special events.
• Preparing purchase orders, invoices, and other financial documents for review and approval by the department director. Purchasing goods and services, verifying procurement card transactions, and reconciling and tracking office supply expenditures using Enterprise Resource Planning (ERP) systems.
• Performing all other duties and tasks as assigned.

Working conditions may require incidental early morning, late evening, or weekends. Mostly works in an office environment but may require some occasional outdoor work with light exposure to physical or environmental conditions.

Minimum Qualifications

Education: 6 months post high school

Experience: Four (4) years of relevant experience

Equivalency: Any combination of relevant education and experience may be substituted on a year-for-year basis.

Position Details

Job Profile: J0043 - Executive Assistant

Compensation Grade: G105

Hourly Range: $21.96 - 32.94 USD

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.

Fair Labor Standards Act (FLSA): Non-Exempt

Position Type: Regular

Time Type: Full time

Department: General Services Department

Background Check: This position has been designated to require a criminal background check. The City of Tucson is a Second Chance Employer.

About Us

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

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 does not offer visa sponsorship.

Recruiter Name

Andrew Brownell

Recruiter Email

GSD_HR@tucsonaz.gov

For general Human Resources questions please contact 520-837-4190.