Administrative Assistant

Tucson Police Department; Tucson, Northern (AZ, KY); Hybrid; USD 28,000 - 41,000; Full time

Benefits offered by this job

Generous benefits

38 paid days off in first year

Paid parental leave

Tuition reimbursement

Job summary

City of Tucson seeks an Administrative Assistant for the City Clerk Department to manage city records, coordinate meetings, and assist with municipal elections for legal compliance and transparency.

The role involves customer service, processing public requests, and preparing official documents under supervision. Required: notary within 12 months; strong Microsoft Office skills and OnBase proficiency. This is a full-time, on-site position in Tucson, AZ.

Qualifications

• Education 6 months post high school.
• 1 year of relevant experience.
• Equivalency may substitute education and experience on a year-for-year basis.

Responsibilities

• Provides assistance to the public, city officials, and employees by answering questions related to city policies, procedures, and services.
• Guides citizens through processes like obtaining state liquor licenses, bingo and off-track betting, public records, claim filing, elections support and management of the city’s boards and commissions.
• Drafts, reviews, and distributes official city documents such as legal notices, resolutions, ordinances, and correspondence.
• Assists with reviewing documents for errors, formatting corrections to ensure documents meet city standards.
• Organizes, maintains, and ensures the accessibility of city records.
• Transcribes and logs council meeting minutes, ordinances, and resolutions, in compliance with records retention laws.
• Processes and responds to public requests in accordance with state and local laws, ensuring timely and accurate delivery of requested information.
• Prepares, organizes, and distributes agendas, packets, and minutes for city council meetings, boards, and commissions.
• Ensures the timely publication of meeting materials and public notices.
• Assists with the coordination and administration of municipal elections, including assisting with voter registration, polling locations, and election day logistics.
• Ensures compliance with election laws and regulations.
• Performs other duties and tasks as assigned.

Skills

Administrative Support

Clerical

Data Analysis

Record Keeping

Education

Post-high school education

Tools

Microsoft Office Suite

OnBase

Job description

Posting Close Date

Applicants must submit their completed application by 09-27-2026 at 11:59 p.m. MST

Application and Special Instructions

As part of the application process, all applicants are required to submit a chronological resume and cover letter at the time of the 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.

EXAM

Applicants who meet the minimum qualifications will be invited to participate in an exam. The exam details will be sent on October 5, 2026.

INTERVIEW INFORMATION

The highest-scoring applicants will be invited to attend an in-person screening panel interview. Applicants who reside outside the State of Arizona may request a virtual interview via Microsoft Teams. Interviews will be held on October 26 and 27, 2026.

The City of Tucson does not provide VISA sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment. Relocation expenses will not be provided for this position. Candidates are responsible for all costs associated with relocating to the Tucson area, if applicable.

Position Specific Summary

The Administrative Assistant position at the City of Tucson’s City Clerk's Department is responsible for maintaining city records, coordinating meetings, and assisting with municipal elections to ensure legal compliance and transparency. This position involves providing customer service, processing public records requests and official documents. Work is performed under the supervision of the Office Supervisor. This position does not supervise.

Duties and Responsibilities

• Provides assistance to the public, city officials, and employees by answering questions related to city policies, procedures, and services.
• Guides citizens through processes like obtaining state liquor licenses, bingo and off-track betting, public records, claim filing, elections support and management of the city’s boards and commissions.
• Drafts, reviews, and distributes official city documents such as legal notices, resolutions, ordinances, and correspondence.
• Assists with reviewing documents for errors, formatting corrections to ensure documents meet city standards.
• Organizes, maintains, and ensures the accessibility of city records.
• Transcribes and logs council meeting minutes, ordinances, and resolutions, in compliance with records retention laws.
• Processes and responds to public requests in accordance with state and local laws, ensuring timely and accurate delivery of requested information.
• Prepares, organizes, and distributes agendas, packets, and minutes for city council meetings, boards, and commissions.
• Ensures the timely publication of meeting materials and public notices.
• Assists with the coordination and administration of municipal elections, including assisting with voter registration, polling locations, and election day logistics.
• Ensures compliance with election laws and regulations.
• Performs 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.

Preferred Qualifications

• License: A valid and unrestricted driver’s license with two (2) years of licensed driving is required.
• Experience in Administrative Support, Clerical, Data Analysis, or Record Keeping.
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Utilizing OnBase for document management, workflow automation, and agenda preparation.
• Preparing reports and communicating with team members and stakeholders.
• Producing accurate documents and maintaining meticulous records, minimizing errors in work.
• Drafting and composing official correspondence.

The Arizona Notary Public Commission must be obtained within twelve (12) months of hire / prior to the completion of the probationary period and must be maintained throughout employment in this position.

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 City Clerk Department. Link https://www.tucsonaz.gov/Departments/Clerks

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.

Equal Opportunity / Diversity

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 [e-mail].

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.