Management Assistant

The Management Assistant position at the City of Tucson’s General Services Department is responsible for implementing administrative and management functions. This position conducts research and analyses while assisting in the preparation and monitoring of internal billing and budgets.

Work is performed under the supervision of the Asset Manager. This position exercises supervision over asset management personnel.

Duties and Responsibilities

• Supervises and coordinates staff and assigns work. Ensures quality and timeliness of work as well as adherence to local, state, and federal governmental regulations and other applicable rules and requirements. Makes recommendations on employee discipline and other personnel issues. Evaluates and manages employee performance, discusses and identifies personnel issues, and facilitates resolutions. Ensures staff is trained appropriately, provides leadership and guidance. Monitors leave balances and verifies timecard accuracy. Reviews and approves employee timecards for processing. Assists with the implementation, evaluation and interpretation of department policies, projects and procedures. Implements controls for appropriate unit staffing by participating in the recruitment and hiring of employees.

• Creates complex custom data reports regarding items such as vehicle usage, maintenance repair, asset management and fuel. Utilizes Structured query language (SQL) and PowerBI reports to perform analyses, identifies trends, and ensures data integrity. 

• Reviews, revises, and participates in the development of systems operations, procedures, and policies. Evaluates requests for materials and equipment including inventory controls. Researches and prepares drafts of documents, maintains spreadsheets and databases.

• Assists the Business Services Department with the preparation and monitoring of internal billing and budgets by researching and answering questions regarding changes. Tracks expenditures, establishes and monitors cost accounting systems, and procures supplies and equipment. Monitors and prepares projected expenditures and revisions. Monitors purchase requisitions, orders and prepares required documentation and reports.

• Investigates and addresses customer complaints and concerns. Responds in a timely manner, provides solutions, corrects errors, and maintains records of customer service issues and resolutions. Responds to information requests from public and other departments by conducting research and providing educational outreach to the community. Collaborates with contracted services, consultants, and stakeholders.

• Performs all other duties and tasks as assigned.

Working Conditions

• Work schedule may require early morning, late evenings, weekends, holidays, and overtime.

• Often works under the following conditions: Mostly office environment.

• Occasionally travels to off-site locations as needed.