Administrative Assistant - Grant Funded

POSITION DUTIES AND QUALIFICATIONS 

SUMMARY OF DUTIES:

Performs research and analytical work in support of administrative, financial, and personnel functions.

DUTIES AND RESPONSIBILITIES:*

Position Specific Summary

The Administrative Assistant position at the City of Tucson’s Housing and Community Development (HCD) Department supports the division's financial operations by performing various administrative and clerical tasks supporting the division's administration of various funding sources, including payment processing, reconciling, tracking, report generation, data gathering, data entry, and other general clerical duties that support the division.  

 

This position is under the supervision of a Community Services Manager. This position does not supervise. 

Duties and Responsibilities

Administrative Support  (30%) - Essential

Answers phone calls and emails related to financial inquiries. Schedules meetings and appointments for the finance team. Organizes and maintains financial files and documents. Performs general office duties such as filing, photocopying, and scanning documents. Assists other Housing First with their clerical needs and projects as needed. Gathers supporting documents for drawdown. Tracks and orders office supplies, as needed.

Grant Support (30%) - Essential

Processes invoices, expense reports, and payment requests related to housing grants. Reconciles financial data and purchasing cards (P-Card) transactions while ensuring the accuracy and integrity of financial data. Generates accounting transaction query reports. Prepares budget-related data by collecting grant reports to compare to actual reports. Tracks budgets and actual reports to ensure that data is matching. Assists with financial analysis and special projects as required. 

Data Entry and Support (20%) - Essential

Enters financial data into accounting software regarding budgets. Enters, updates, and manages data in databases and spreadsheets related to purchasing cards. Gathering supporting documents for drawdown. 

Customer Service (15%) - Essential

Communicates with customers and vendors regarding billing and payment issues. Resolves discrepancies and responds to inquiries. Collaborates with other departments on financial matters or as needed. 

Other Duties as Assigned (5%) - Non-Essential

Performs all other duties and tasks as assigned.  

* All duties, responsibilities, and percentage of time listed are subject to change.

MINIMUM REQUIRED QUALIFICATIONS:

Education:

6 months post high school

Work Experience:

One (1) year of directly related experience

Any combination of relevant education and experience may be substituted on a year-for-year basis.

ADDITIONAL MINIMUM REQUIRED QUALIFICATIONS:

Education:

6 months post high school

or a related field.

Work Experience:

Skills:

License/Certifications:

Languages:

PREFERRED QUALIFICATIONS:

At least one (1) year of accounting payable experience and any other type of accounting-related financial duties.

ADDITIONAL POSITION INFORMATI