Administrative Assistant Part Time Tucson

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

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.

• Order supplies and equipment; enter information into the system; schedule meetings; research; prepare and process paperwork and other materials; compile data; create, prepare, and review correspondence and reports; maintain spreadsheets, logs, and files; troubleshoot office equipment; take inventory; coordinate special projects; prepare communication materials; attend meetings; ensure the accuracy of information and completion of requests; respond to general inquiries; answer and route incoming questions, concerns, and inquiries to appropriate personnel and area;
  
  coordinate receipt, processing, and distribution of documents; resolve questions and inquiries; process PSPRS member data, personnel, or other information; maintain data and reports; collect membership forms from new members and lateral class recruits and route them to the Police or Fire department as appropriate for signatures, copies for member files, and originals to the PSPRS Phoenix office by deadlines; maintain master calendars for important annual events;
  
  create informational handouts, checklists; write award letters for retired members verifying their pension amount and eligibility terms; maintain all member files.
• Assist the Board Secretary in supporting the Public Safety Personnel Retirement local board office, including making copies of reports and questionnaires received from IME doctors or psychiatrists for board members via board binders, drafting the local board meeting agenda, legal action reports, and meeting minutes for both boards, assembling board meeting packets and materials including printed, scanned, and electronic versions, drafting calendar for the year of board meetings, and maintaining disability case laws as needed by the boards.
• Assist active and retired police officers and firefighters with retirement and pension topics; support plan member actions, including retirement processes; provide research and analyze plan member issues, document findings and actions; respond to members in-person, by phone, and email inquiries and assist in the resolution of problems; assist members terminating service with options and refund packet assistance; create and provide updated materials for new recruit informational packets for distribution at new hire academies.
• Assist the Board Secretary with PSPRS Board's regular or special elections, ordering election materials and picking up from vendors, counting ballots, drafting communications, securing and tracking incoming ballots, and other assigned election duties.
• Assist with budget preparation, monitor and track revenues and expenditures throughout the fiscal year, compile data relating to financial issues, review and process invoices, deposits, and payments, prepare financial documents and billings, perform financial calculations, extract and analyze financial databases, reconcile accounts, set up new payees in Workday and process all invoices for payment within the Workday system.
• Perform all other duties and tasks as assigned.

Mostly office environment.

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.

• Job Profile: J0231 - Administrative Assistant
• To view the full job profile including classification specifications and physical demands click here
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• 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,…