Administrative Assistant

Posting Close Date Applicants must submit their completed application by 08-03-2026 at 11:59 p.m. MST Application and Special Instructions IMPORTANT: A resume and cover letter must be uploaded, applications submitted without a resume and cover letter will be considered incomplete and will not be considered for this position. Cover letter should not exceed (1) page and should address the following: o The software or systems you are most skilled in, along with a specific example of how youve used them to solve a problem or improve a process. o Why you are the ideal candidate for this position. Recruiter Contact information: Toni.Linden@tucsonaz.gov The Administrative Assistant will primarily serve the SSB team and will be responsible for: Providing comprehensive administrative support to department leadership, bureaus, and assigned programs. Prepare, edit, format, and distribute correspondence, reports, agendas, meeting minutes, bulletins, and other official documents. Coordinate meetings, training, special events, tours, and onboarding activities, including scheduling, logistics, and resource preparation. Maintain accurate electronic records, database, spreadsheets, filing system, and training documentation in accordance with departmental standards. Support financial administrative functions, including purchasing, inventory management, invoice processing, contract tracking, and account reconciliation. Provide front office support by responding to inquiries, greeting visitors, managing communications, and delivering exceptional customer service. Maintain departmental resources, standard operating documents, training materials, and electronic learning platforms to support operational readiness. Manage multiple priorities and special projects while exercising sound judgment, maintaining confidentiality, and ensuring accuracy in a fast-paced public safety environment. Position Specific Summary The Administrative Assistant position at the City of Tucsons Public Safety Communication Department performs research and analytical work in support administrative, financial, and personnel functions. Work is performed under the supervision of the Management Assistant. This position does not supervise. Duties and Responsibilities Reviews and processes invoices, deposits, and payments by maintaining spreadsheets, logs, and/or files. Prepares financial documents or billings by performing financial calculations, monitoring petty cash, monitoring contracts and reconciling accounts. Takes inventory and orders supplies or equipment from approved merchants and vendors as needed. Schedules meetings, appointments, or training sessions by using calendaring software. Researches, prepares and processes paperwork and other materials by compiling data, creating, preparing and reviewing correspondence. Troubleshoots office equipment issues, submits work orders, and requests appropriate repair services as needed. Prepares newsletters or other informative materials for distribution to stakeholders within the department or organization. Performs all 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 Responsibilities- Six (6) months post high school and one (1) year of directly related experience. *Any combination of relevant education and experience may be substituted on a year-for-year basis. POSITION DETAILS Job Profile J0231 - Administrative Assistant View full job profile including classification specifications and physical demands at https://www.tucsonaz.gov/Departments/Human-Resources/Tucson-Talent. Compensation Grade G104 Hourly Range $19.97 - 29.95 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. Fair Labor Standards Act (FLSA) Non-Exempt Position Type Regular Time Type Full time Department Public Safety Communications Department Link https://www.tucsonaz.gov/Departments/Public-Safety-Communications 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 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 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 Toni Linden Recruiter Email pscd_hr@tucsonaz.gov For general Human Resources questions please contact 520-837-4190. City Organization The City of Tucson, founded in 1775 and incorporated in 1877, is a City Manager-led Mayor and Council government organization comprised of over 5,000 dedicated employees. Tucson Community The City of Tucson is recognized as a Top 20 Best City in America by Resonance Consultancy. Tucson, Arizona, is a thriving center for bioscience, aerospace/defense, optics, mining, and logistics. With a city population of more than 540,000 and a regional population of more than 1 million, Tucson has 330-plus days of sunshine a year and is surrounded by majestic mountain ranges. A small-town feel with big-city amenities complements its natural beauty. You can learn more about Tucson, Arizona, at Visit Tucson, Arizona. For system related questions please contact recruitment@tucsonaz.gov. For general Human Resources questions please contact 520-791-4241.