Executive Assistant

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 include six months post high school education and four years of relevant experience. Any combination of relevant education and experience may be substituted on a year-for-year basis.

The City of Tucson offers a generous benefits package for benefit-eligible positions, including medical, dental, vision, life, disability, and FSA coverage, a rich pension plan, paid time off, parental leave, tuition reimbursement, and more.