Executive Assistant

Posting Close Date: 

Applicants must submit their completed application by 04-07-2025 at 11:59 p.m. MST

Application and Special Instructions

As part of the application process, all applicants are required to submit an updated resume and cover letter at the time of application. Applications that do not include both documents by the closing date of the recruitment will be considered incomplete and will not receive further consideration for this recruitment.

COVER LETTER INSTRUCTIONS:
Please include a statement in your cover letter, no longer than three paragraphs, outlining your professional experience in providing executive administrative support. In your statement, be sure to mention the positions or titles you have supported, the business areas you have worked in, and the systems you have utilized in these roles.

INTERVIEW INFORMATION:
In-person interviews will be held on April 15, 2025

Any questions regarding this recruitment, please call Demetria Zazueta, Lead HR Analyst at (520) 262-3792.

ABOUT THIS JOB

Position Specific Summary

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 Department’s Director and Deputy Directors calendars and emails by scheduling and tracking appointments and working collaboratively with other parties. Prioritizes time sensitive requests and confidential matters accordingly. Disseminates confidential documents, sorts and distributes mail, prepares memos, correspondence, forms, reports, and files. Assists with the preparation of meeting agendas, presentations, and takes meeting notes and minutes. Serves as a liaison between the Department Director and 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 pool vehicle records and coordinates availability for use of the department’s vehicle pool.

• Addresses incoming calls and directs inquiries and requests, accordingly, takes messages and forwards to the appropriate staff, responds promptly to voicemails, and greets visitors. Responds timely to requested information from department staff, other City department staff, elected officials, and constituents. Responds to constituent complaints and concerns, compiles information, researches issues, facilitates resolutions with appropriate department or agency, and communicates findings to 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, completes procurement card transaction verifications, reconciles and tracks office supply expenditures using Enterprise Resource Planning (ERP) systems.

Working Conditions

Mostly office environment.

All duties and responsibilities listed are subject to change.

MINIMUM QUALIFICATIONS

Education: Six (6) months post high school
Experience: Four (4) years of directly related 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

To view the full job profile including classification specifications and physical demands click here.

Compensation Grade

G103

Hourly Range

$18.15 - 27.23 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.

FLSA

Non-Exempt

Position Type

Regular

Time Type

Full time

Department

General Services Department

Department Link

https://www.tucsonaz.gov/Departments/Environmental-and-General-Services

Background Check:  This position has been designated to require a criminal background check. 

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 https://www.tucsonaz.gov/Departments/Human-Resources/Employee-Benefit-Snapshot.

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 Status.

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

Recruiter Name

Demetria Zazueta (102395)

Recruiter Email

egsd_hr@tucsonaz.gov

For Human Resources general questions please contact 520-791-4241.