City of Tucson Skillbridge Internship Program (Administrative Opportunities) - Job Training Program

Executive AssistantThe Executive Assistant DoD Skillbridge intern position at the City of Tucson would train to perform administrative, clerical, and financial support functions for the Department Director and Deputy Director(s) and would train to provide excellent customer service to internal and external customers by identifying resources and providing solutions to common inquiries.

Maintains the Department’s Director and Deputy Directors calendars and emails by scheduling and tracking appointments and working collaboratively with other parties. Prioritizes time sensitive requests and confidential matters accordingly. Disseminates confidential documents, sorts and distributes mail, prepares memos, correspondence, forms, reports, and files. Assists with the preparation of meeting agendas, presentations, and takes meeting notes and minutes. Serves as a liaison between the Department Director and department staff, other City departments, elected officials, and constituents. Prepares travel arrangements including flights, accommodations, ground transportation, and seminar and training registrations for the department’s executive team. Manages and maintains department’s pool vehicle records and coordinates availability for use of the department’s vehicle pool.Addresses incoming calls and directs inquiries and requests accordingly, takes messages and forwards to the appropriate staff, responds promptly to voicemails, and greets visitors. Responds timely to requested information from department staff, other City department staff, elected officials, and constituents. Responds to constituent complaints and concerns, compiles information, researches issues, facilitates resolutions with appropriate department or agency, and communicates findings to complainant; Records and documents actions and resolutions, and closes out complaints. Promotes departmental services and programs to constituents at community and special events. Prepares purchase orders, invoices, and other financial documents for review and approval by the department director. Purchases goods and services, completes procurement card transaction verifications, reconciles and tracks office supply expenditures using Enterprise Resource Planning (ERP) systems.