Administrative Assistant

Posting Close Date: 

Applicants must submit their completed application by 02-23-2025 at 11:59 p.m. MST

ABOUT THIS JOB

The Water Department is hiring for multiple Administrative Assistant positions. Please see information below regarding each position:

The Administrative Assistant located in the Planning and Engineering (New Area Development Section) supports the section by liaising between the unit and general public regarding water plans, assisting section managers with managing and tracking data. This position also processes travel arrangements and reconciles section purchases.

The Administrative Assistant in the Maintenance Division works closely with business partners in all 10 Program areas for high volume payment processing, travel and all other employee related needs. This position provides support to division Management and the Staff Assistant. 
 

The Administrative Assistant in the Water Quality Division supports the administrative needs for the whole division. This position coordinates with Managers to ensure invoices are processed, travel preparation is approved and completed, register employees for training and communicates with vendors/suppliers. They also work closely with the Management Assistant to coordinate documents for superfund financials.

Position Specific Summary

The Administrative Assistant position at the City of Tucson’s Water Department is responsible for providing support to the department, performing general office and administrative tasks. Serves as a primary point of contact for the public, ensuring a positive and efficient customer experience.

Work is performed under the supervision of Water Administrators. This position does not supervise.

Duties and Responsibilities

Answers inquiries by phone, email, or in person from internal and external stakeholders regarding water plans for new development projects and the status of submitted plans. Transfers inquiries to the appropriate personnel within the department. Schedules meetings and prepares conference rooms for meetings. Confirms appointments by phone, email, or in person.

Enters data into multiple software systems to comply with government regulatory standards and ensure that all relevant project files are up to date. Tracks the intake and workflow for various water plans in multiple software systems. Maintains a list of actual and committed water demands.

Assists section managers by pulling data on water metrics and updating presentation slides.

Researches water availability requests. Determines if any prior water availability letters have been issued for the parcel under consideration. Checks that parcel numbers are accurate and ensures that all relevant data is included in application. Provides updates on water plans to stakeholders.

​Supports the department by assisting divisional staff with travel arrangements and purchases. Completes travel arrangements including booking flights, conferences and travel reimbursement.

Maintains office equipment and supplies for the division by tracking and logging purchases. Orders supplies, troubleshoots office equipment issues, requests service as needed and reconciles purchases for the specific divisions. Keeps accurate records of supply levels, locations, and movements.

Performs other duties and tasks as assigned.

Working Conditions 

Mostly office environment. 

All duties and responsibilities listed are subject to change.

MINIMUM QUALIFICATIONS

EducationSix (6) months post high school 

ExperienceOne (1) year of directly related experience.

Preferred Qualifications:Proficiency in Microsoft Office and Adobe Acrobat

Application and Special Instructions

As part of this application process, all applicants are required to submit both an updated resume and cover letter. Applications received that do not contain a resume and cover letter with responses to the required questions will be considered incomplete and will not be considered further in this recruitment process.

In your cover letter, please ensure that you briefly address each of the following questions:

1. Describe your customer service background and philosophy.

2. Describe any experience with financial processes.

3. Describe your experience with utilizing data to track and monitor the progress of multiple projects.

4. Describe any experience you have working with or in the public sector.

POSITION DETAILS

Job Profile

J0231 - Administrative Assistant

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

Compensation Grade

G102

Hourly Range

$16.50 - 28.46 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

Water Utility

Department Link

https://www.tucsonaz.gov/Departments/Water

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

Roxie Escarcega (49375)

Recruiter Email

tw_hr@tucsonaz.gov

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