Administrative Assistant

The Position Description Form is a tool used to gather information about the purpose, duties, decision making, working conditions, and physical requirements of a position. This information will be used to evaluate the responsibilities of the job and help determine the correct classification, title, and pay range. For more information or assistance, please contact your HR-Satellite team.

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POSITION RESPONSIBILITIES

Summary Briefly and specifically summarize (in 2-4 sentences) the primary purpose of the position.

The Administrative Assistant position provides a dministrative support to the Police and Fire retirement boards and commissioned personnel participating in the PSPRS plan.

FUNCTIONS AND DUTIES

% of Time Percentage of time spent on a particular function. The listed functions must be within 5-45%, the total must equal to 100%. List functions in descending order for % of time.

Essential Duties that must be performed with or without reasonable accommodations. A function is essential if it is performed to fulfill the primary purpose of the job.

Function - A grouped set of related duties or the main areas of responsibility within the position. The function should only be a few words in length. Example : "Administrative Support .

Duties Performed - Sentences that provide additional information about the related duties within the function.

% of Time

Essential Function (Yes / No)

Function

Duties Performed

35%

Yes

Office Support

• 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, monitors contracts, and maintains spreadsheets, logs, and files.
• Performs related duties by troubleshooting office equipment issues, scheduling training classes, 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 / or area. Coordinates the receipt, processing, and distribution of documents. Resolves questions and inquiries. Processes employee data, personnel, or other information. Maintains data and reports.
• Collects membership forms from new members and lateral classes and routes them to the Police or Fire department as appropriate for signatures, copies for member files, and originals to Phoenix 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.

25%

Yes

Board Secretary Support

25%

Yes

Client Support

5%

No

Board Election Support

5%

No

Financial Support

5%

No

Other

SUPERVISORY / LEAD RESPONSIBILITIES

Lead - Designated responsibility to regularly assign, instruct and check the work of those employees on an ongoing basis.

Supervise Assigned responsibility by management to participate in the following functions with respect to their subordinate employees : recruit / select / hire / fire staff, training and development, planning, and assignment of work, evaluating performance, taking corrective / disciplinary actions, approving time.

Please select only the highest level below.

Does this position LEAD the work of others?

Yes No

Positions of employees led

N / A

Does this position lead one or more full-time employees?

Yes No

Does this position SUPERVISE the work of others?

Yes No

Positions of employees supervised

N / A

Does this position supervise one or more full-time employees?

Yes No

POSITION QUALIFICATIONS

Identifies the educational requirements, experience, and skills necessary to perform the duties of the position.

Minimum Qualifications

Identifies the educational and experience requirements that are necessary to perform the job and are set at the job profile. Do not edit this field.

Six (6) months post high school and one (1) year of directly related experience.

Additional Minimum Qualifications

Additional minimum qualifications are not listed in the classification requirement. List any licensing, certification, or other special requirements and / or conditions of employment which are outside of the classification requirement. This includes driver's license, or certificates required to perform the job. Please indicate whether they are required by law or by the city.

Preferred Qualifications

Education, experience, and skills preferred, but not necessary, to perform the job.

ESSENTIAL WORK COMPETENCIES

Competencies are the combination of observable and measurable knowledge, skills, abilities, and personal attributes that contribute to enhanced employee performance and ultimately result in organizational success. A listing of the six core competencies and other competencies can be found at :

Core Competencies

Core Competencies are applicable to all City of Tucson positions.

Accountability : Takes responsibility for the quality, accuracy, and timeliness of work products and services. Can be relied upon to achieve the satisfaction of stakeholders and excellent results.

Communications Effectiveness : Understands and learns from what others have to say. Positively influences the thoughts and actions of others. Effectively expresses information appropriate to the audience and situation clearly and timely.

Ethics & Integrity : Respects and maintains confidentiality. Avoids situations and actions considered inappropriate or that present a conflict of interest. Earns employees' trust, respect, and confidence through consistency, honesty, forthrightness, and professionalism in all interactions.

Managing Workloads and / or Multitasking : Effectively organizes multiple assignments to produce work products that are accurate, thorough, and on time. Prioritizes and performs multiple tasks in the same timeframe and handles interruptions appropriately. Effectively handles highly stressful or adverse situations, making good decisions while able to continue performing the job.

Problem-Solving : Investigates the root causes of problems and generates a range of solutions by using intelligence, common sense, hard work, and tenacity. Seeks common interests and win / win solutions or mutually agreeable trade-offs.

Diversity and Inclusiveness : Creates a welcoming environment by valuing different backgrounds, checking own views with respect to others, finding common ground, including diverse perspectives in decision-making, and treating one another with dignity and respect.

Additional Competencies

Additional Competencies can be added depending on the position.

Knowledge, Skills, and Abilities (KSAs)

Describes the knowledge, skills and abilities required for the job; May be practical, technical, or experiential. May be obtained through any combination of education, experience, or training; May range from familiarity with facts, methods, and procedures to manual skills, to knowledge of organization and supervisor, to fields of study or to management ability. These MUST be job related.

Knowledge - A body of information that an individual must know to perform an activity; understanding gained through experience or education. Written as "Knowledge of... .

Skill - Refers to the proficient manual, verbal or mental manipulation of data or things. Written as "Skill in... .

Ability - The potential to apply a knowledge or skill to a given situation; abilities usually involve cognitive processing. Written as "Ability to... .

WORK ENVIRONMENT

Working environment that relates to the essential functions of the job, such as working indoors / outdoors, working with exposures to hazards, etc. Select only one .

Mostly office environment.

Some exposure to light physical or environmental conditions (noise, dust, weather, etc.).

Indoor and outdoor work with some exposure to physical, ergonomic, or emotional hazardous environment.

Indoor and outdoor work with heavy exposure to extreme physical, ergonomic, or emotional hazardous environment.