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

• Maintains the executive leadership's calendars and emails by scheduling and tracking appointments and collaborating with other parties. Prioritizes time sensitive requests and confidential matters accordingly. Disseminates confidential documents, sorts and distributes mail, and prepares memos, correspondence, forms, reports, and files. Assists with preparing meeting agendas, presentations, and taking meeting notes and minutes.
• Serves as a liaison between department executive leadership, department staff, other City departments, elected officials, and constituents. Prepares travel arrangements including flights, accommodations, ground transportation, and seminar and training registrations for the department's executive team. Manages and maintains the department's vehicle records and coordinates vehicle availability for use.
• Handles incoming calls, directs inquiries and requests, takes messages, and forwards to the appropriate staff. Responds promptly to voicemails and greets visitors. Provides timely responses to information requests from department staff, other City departments, elected officials, and constituents.
• Addresses constituent complaints and concerns by compiling information, researching issues, facilitating resolutions with the appropriate department or agency, and communicating findings to the complainant. Records and documents actions and resolutions, and closes out complaints. Promotes departmental services and programs to constituents at community and special events.
• Prepares purchase orders, invoices, and other financial documents for review and approval by the department director. Purchases goods and services, verifies procurement card transactions, and reconciles and tracks office supply expenditures using Enterprise Resource Planning (ERP) systems.
• Performs all other duties and tasks as assigned.

Working Conditions

• Work schedule 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.

All duties and responsibilities listed are subject to change.

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

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

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 View email address on click.appcast.io.

Recruiter Name

Andrew Brownell

Recruiter Email

View email address on click.appcast.io

For general Human Resources questions please contact View phone number on click.appcast.io.