Administrative Assistant

Administrative Assistant The Administrative Assistant position at the City of Tucson's Housing and Community Development (HCD) Department supports the Continuum of Care program and the Planning Division. This position will support the programs by doing tasks including payment processing, reconciling, tracking, report generation, data gathering, data entry, and other general clerical duties. Aside from financial reporting, the admin will also provide support on operations of the continuum of care, including attendance tracking, meeting set-up, and travel coordination.This position is under the supervision of a Community Services Manager. This position does not supervise.Duties and responsibilities include:Answers phone calls and emails related to continuum of care. Schedules meetings and appointments. Organizes and maintains financial files and documents. Performs general office duties such as filing, photocopying, drafting, and scanning documents. Assists other programs in the division with their clerical needs and projects, as needed. Tracks and orders office supplies, as needed.Processes payment requests related to housing grants. Reconciles purchasing cards (P-Card) transactions while ensuring the accuracy and integrity of financial data. Prepares budget-related data by collecting grant reports to compare to actual reports. Assists with special projects as required.Enters data into tracking documents. Enters, updates, and manages survey data and spreadsheets. Gathering supporting documents for drawdown.Communicates with partners and vendors regarding financial and operational issues. Resolves discrepancies and responds to inquiries. Collaborates with other departments and external partners as needed.Performs all other duties and tasks as assigned.Work conditions as follows: Mostly office environment.All duties and responsibilities listed are subject to change.Minimum required qualifications: Education: Six (6) months post-high school. Work Experience: One (1) year of directly related experience. Any combination of relevant education and experience may be substituted on a year-for-year basis. Driver's license and registered car required by the city.Preferred qualifications: At least two (2) years of administrative or executive assistance experience as documented in your resume. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms (e.g., Zoom or Microsoft Teams), and specialty software such as Workday, LMS as demonstrated through work history. One (1) year of experience with data and financial tracking and reporting. Demonstrated ability to manage logistics for multi-stakeholder meetings, advisory boards, or public committees as documented in resume. Strong written communication skills with experience drafting professional correspondence, meeting notes, or public-facing materials.Job Profile: J0231 - Administrative AssistantCompensation Grade: G104Hourly Range: $19.97 - 29.95 USDThe 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-ExemptPosition Type: RegularDepartment: Housing and Community Development, ZBUDG HIER - RecurringBackground Check: This position has been designated to require a criminal background check. The City of Tucson is a Second Chance Employer.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.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. The City of Tucson does not offer visa sponsorship.The 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).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: Stephanie Vejar (202915)Recruiter Email: HCD_HR@tucsonaz.govFor Human Resources general questions please contact 520-791-4241.