Administrative Assistant

Position Summary

The Administrative Assistant position at the City of Tucson Police Department provides administrative support to police personnel. This role requires a customer‑focused service approach, building and maintaining positive working relationships with internal and external customers while maintaining a high level of professionalism. Work is performed under the supervision of the Police Captain. The position does not supervise other staff.

• Provide information and administrative support to police administration staff regarding all communications, activities, and issues that may arise on a day‑to‑day basis.
• Order supplies and equipment, maintain inventory, and enter data into Police Department and City systems.
• Schedule meetings and appointments for Police staff; manage calendars.
• Research, prepare, and process paperwork; maintain spreadsheets, logs, and files.
• Prepare administrative reports, meeting minutes, and other management‑related documents.
• Troubleshoot office equipment and conference room technology issues.
• Provide quality customer service to members of the public, department personnel, and other agencies; answer questions or connect internal and external customers with appropriate resources.
• Connect and respond to citizen requests in person, by phone, or via email.
• Process requests for a variety of Police Department services, internally and community‑based.
• Respond to incoming mail, emails, phone calls, and voicemails; research and respond to citizen requests per city and police policies.
• Respond in writing to records requests from Tucson Police Records or criminal justice agencies; complete red actions per records laws.
• Develop and maintain department websites; prepare newsletters and promotional materials.
• Attend police department meetings and workshops; participate in development of office policies and procedures by providing feedback to leadership.
• Manage conference registrations, hotel bookings, and travel arrangements.
• Coordinate various special projects; perform all other duties and tasks as assigned.

Central Investigations

• Ensure timely, secure handling of recorded materials in accordance with court orders and evidentiary rules.
• Monitor voicemail systems and route calls, including those mistakenly directed to CID that still require urgent police intervention.
• Maintain compliance with strict internal timelines related to the Office of Professional Standards investigations to protect employee rights and ensure public accountability.
• Prepare spend authorizations, expense reports, and reconciliation in accordance with complex City travel policies.
• Manage division‑wide training schedules, equipment maintenance requests, and supply procurement.

Patrol Division

• Maintain division rosters, staffing reports, status reports, tracking sheets, and One Team page.
• Process division communication via email, interoffice mail, and phone.
• Maintain and track schedules and leave for all division staff.
• Manage purchase requests, travel coordination, and financial reconciliation.

• Education:
  
  6 months post–high‑school or equivalent.
• Experience:
  
  1 year of relevant experience; any combination of relevant education and experience may be substituted on a year‑for‑year basis.

• Associates degree or higher.
• At least 3 years of administrative experience, preferably in a law enforcement or legal environment.
• Experience with Microsoft Office Suite (including SharePoint), Adobe, Workday, and AXON systems.
• Strong organizational, multi‑tasking, communication, and interpersonal skills.
• Ability to work independently with strong attention to detail.
• Ability to maintain confidentiality.
• Bilingual (English/Spanish).
• Background:
  Successful completion of an extensive background investigation, including local, state and national criminal and fingerprint checks.

Comprehensive benefits package including medical, dental, vision, life, disability, and FSA coverage; pension plan; 401(k) with Roth and pre‑tax options; paid time off (38 days in the first year, increasing thereafter); paid parental leave; tuition reimbursement; student loan repayment; training; volunteer hours; and employee resource groups.

The City of Tucson is an Equal Opportunity/Affirmative‑Action/Disability Employer. The City does not discriminate based on race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, veteran status, age, disability, genetic testing, or any other protected status. If you believe you have been a victim of discrimination, you may file a complaint with the City of Tucson's Office of Equal Opportunity Programs, the U.S. Equal Employment Opportunity Commission (EEOC) or the Arizona Attorney General's Office of the Civil Rights Division (ACRD).

Recruiter:
Carolyn Pearson (200331) email: . Human Resources general questions: 520‑791‑4241.