Administrative Assistant Part Time

Posting Close Date: 

Applicants must submit their completed application by 03-03-2025 at 11:59 p.m. MST

ABOUT THIS JOB

Position Specific Summary

The Administrative Assistant position provides administrative support to the Police and Fire’s Public Safety Personnel Retirement System (PSPRS) local board members, local board office and commissioned personnel participating in the PSPRS plan.

Duties and Responsibilities

Performs administrative duties by ordering supplies and equipment. Enters various information into the system, schedules meetings, researches, prepares, and processes paperwork and other materials. Compiles data, creates, prepares, and reviews correspondence and reports. Maintains spreadsheets, logs, and files. Performs related duties by troubleshooting office equipment issues, taking inventory, coordinating various special projects, preparing communication materials, and attending meetings. Ensures the accuracy of information and completion of requests. Responds to general inquiries. Answers and routes incoming questions, concerns, and inquiries to appropriate personnel and area. Coordinates the receipt, processing, and distribution of documents. Resolves questions and inquiries. Processes PSPRS member data, personnel, or other information. Maintains data and reports. Collects membership forms from new members and lateral class recruits and routes them to the Police or Fire department as appropriate for signatures, copies for member files, and originals to the PSPRS Phoenix office by deadlines. Maintains master calendars for important annual events. Creates informational handouts, checklists. Writes award letters for retired members verifying their pension amount and eligibility terms. Maintains all member files.
 

Assists the Board Secretary in support of the Public Safety Personnel Retirement local board office. Makes copies of reports and questionnaires received from IME or Psychiatrists for members of the board via board binders. Assists with drafting the Local Board meeting agenda, Legal Action Reports, and meeting minutes for both boards and the Board Secretary completes the final write-up, review, and submission. Puts together board meeting packets and materials including copies, scans, and electronic versions. Drafts calendar for the year of board meetings. Maintains Disability Case Laws as needed by the Boards.
 

Assists the Board Secretary in support of the Public Safety Personnel Retirement local board office. Makes copies of reports and questionnaires received from Independent Medical Examination (IME) doctors or psychiatrists for members of the board via board binders. Assists with drafting the Local Board meeting agenda, Legal Action Reports, and meeting minutes for both boards and the Board Secretary completes the final write-up, review, and submission. Assembles board meeting packets and materials including printed, scanned, and electronic versions. Drafts calendar for the year of board meetings. Maintains Disability Case Laws as needed by the Boards.
 

Assists active and retired police officers and firefighters with retirement and pension topics. Supports plan member actions, including retirement processes. Provides research and analyzes plan member issues, and document findings and actions. Responds to members in-person, phone, and email inquiries and assists in the resolution of problems. Assist members terminating service with options and refund packet assistance. Assists members terminating service with options and refund packet assistance. Creates and provides updated materials for new recruit informational packets for distribution at new hires academies.
 

Assists the Board Secretary in support of the PSPRS Board's regular or special elections. Orders election materials and picks up from vendors. Counts ballots, drafts communications, secures and tracks incoming ballots, and other assigned election duties.
 

Assists with budget preparation, monitors and tracks revenues and expenditures throughout the fiscal year, and compiles data relating to financial issues. Reviews and processes invoices, deposits, and payments. Prepares financial documents and billings. Performs financial calculations, extracts and analyzes financial databases, and reconciles accounts. Sets up new payees in Workday and processes all invoices for payment within the Workday system.
 

Performs all other duties and tasks as assigned.
 

Working Conditions

Mostly office environment.

All duties and responsibilities listed are subject to change.

MINIMUM QUALIFICATIONS

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. 

Application and Special Instructions

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

Appointed

Time Type

Part time

Department

City Manager

Department Link

https://www.tucsonaz.gov/Government/Office-of-the-City-Manager

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

Ashley Tellez (102502)

Recruiter Email

ccs_hr@tucsonaz.gov

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