Job Details

Administrative Assistant

The Administrative Assistant position at the City of Tucson's City Clerk's Department is responsible for maintaining city records, coordinating meetings, and assisting with municipal elections to ensure legal compliance and transparency. This position involves providing customer service, processing public records requests and official documents.

Work is performed under the supervision of the Office Supervisor. This position does not supervise.

Duties and Responsibilities

• Provides assistance to the public, city officials, and employees by answering questions related to city policies, procedures, and services. Guides citizens through processes like obtaining state liquor licenses, bingo and off-track betting, public records, claim filing, elections support and management of the city's boards and commissions.
• Drafts, reviews, and distributes official city documents such as legal notices, resolutions, ordinances, and correspondence. Assists with reviewing documents for errors, formatting corrections to ensure documents meet city standards.
• Organizes, maintains, and ensures the accessibility of city records. Transcribes and logs council meeting minutes ordinances, and resolutions, in compliance with records retention laws.
• Processes and responds to public requests in accordance with state and local laws, ensuring timely and accurate delivery of requested information.
• Prepares, organizes, and distributes agendas, packets, and minutes for city council meetings, boards, and commissions. Ensures the timely publication of meeting materials and public notices.
• Assists with the coordination and administration of municipal elections, including assisting with voter registration, polling locations, and election day logistics. Ensures compliance with election laws and regulations.
• Performs other duties and tasks as assigned.

Working Conditions

Mostly office environment.

All duties and responsibilities listed are subject to change.

Minimum Qualifications

Education

6 months post high school

Experience

One (1) year of relevant experience

Equivalency

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

License/Certifications

Preferred Qualifications

License: A valid and unrestricted driver's license with two (2) years of licensed driving is required. Preferred Qualifications: Experience in: Administrative Support, Clerical, Data Analysis, or Record Keeping. Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Utilizing OnBase for document management, workflow automation, and agenda preparation. Preparing reports and communicating with team members and stakeholders. Producing accurate documents and maintaining meticulous records, minimizing errors in work. Drafting and composing official correspondence. The Arizona Notary Public Commission must be obtained within twelve (12) months of hire / prior to the completion of the probationary period and must be maintained throughout employment in this position.

Position Details

Job Profile

J0231 - Administrative Assistant

Compensation Grade

G104

Hourly Range

$19.97 - 29.95 USD

Fair Labor Standards Act (FLSA)

Non-Exempt

Position Type

Regular

Time Type

Full time

Department

City Clerk

Background Check

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

About Us

Benefits

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

Citizenship

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.

The City of Tucson is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer

The city 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).

ADA Accessibility Compliant Form

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.

Recruiter Name

Liliana Almeraz

Recruiter Email

ccs_hr@tucsonaz.gov

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