Administrative Assistant

tucsonaz; United States; On-site; USD 28,000 - 41,000; Full time

Job summary

City of Tucson is seeking an Administrative Assistant in the City Clerk's Department to support records management, meeting coordination, and elections administration. The role provides public service, processes public records requests, and drafts/ distributes official documents to ensure compliance and transparency.

Under supervision, the position handles agenda preparation and minutes, and may assist with election logistics.

Qualifications

• Education 6 months post high school or equivalent.
• At least 1 year of relevant experience; substitutions allowed year-for-year.
• Familiarity with city records, agendas, and public notices is a plus.

Responsibilities

• Assist the public and staff with questions on city policies and services.
• Draft, review, and distribute official city documents and notices.
• Organize and maintain city records and meeting minutes.
• Process public records requests in compliance with laws.
• Prepare agendas, packets, and minutes for meetings and notices.
• Support municipal elections logistics and voter registration processes.

Skills

Public records process

Customer service

Records management

Education

6 months post high school

Tools

OnBase

Microsoft Office Suite

Job description

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.

Employment Eligibility

Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

The City of Tucson does not provide VISA sponsorship.

Relocation expenses will not be provided for this position. Candidates are responsible for all costs associated with relocating to the Tucson area, if applicable.

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

• A valid and unrestricted driver's license with two (2) years of licensed driving is required.

Preferred Qualifications

• 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

Notary Requirement

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.

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