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Administrative Assistant II (Front Desk Administration)

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Pima County

3mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Facilities Management
  • Tucson

AI generated summary

  • You need 2 years in admin tasks, 5 years in customer service, 2 years in Microsoft Office, and 1 year in coordinating functions. Valid AZ driver license required. Background checks apply.
  • You will handle front desk duties, answer calls, manage documents, assist with payments, schedule meetings, train staff, and maintain filing systems while ensuring accurate record-keeping.

Requirements

  • (1) Two (2) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business.
  • (Relevant experience and/or education from an accredited college or university may be substituted.)
  • OR:
  • (2) One year with Pima County in an Administrative Assistant I position. Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.
  • Minimum five (5) years customer service work experience in an administrative nature.
  • Minimum two (2) years work experience using Microsoft Office Suite (Excel, Word and Outlook).
  • Minimum one (1) year work experience supporting, coordinating, or reconciling departmental functions such as employee timecards, employee training records, purchasing card use, and/or employee mobile phones and related accounts.
  • Experience with smartphones (setting up new phones, data transfers, downloading apps, etc.).
  • Experience working in a fast-paced environment.
  • Valid driver license is required at time of application.
  • Valid AZ driver license is required at time of appointment.
  • The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures.
  • Failure to obtain and maintain the required licenses and certifications shall be grounds for termination.
  • Any offer of employment resulting from this recruitment is contingent upon Fleet Services’ review and approval of the candidate’s driving record.
  • Failure to maintain the required licensure shall be grounds for termination.
  • The County requires pre-employment background checks.
  • Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.
  • A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

Responsibilities

  • Responds to public and staff by providing general information pertaining to departmental or program activities;
  • Answers single- and multi-line telephones, routes calls and relays messages;
  • Resolves routine problems in person, by phone and through correspondence with complainant;
  • Requests specific information by telephone;
  • Checks documents for completeness and accuracy and issues licenses and permits;
  • Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims;
  • Edits documents for grammar, punctuation, spelling and format;
  • Codes, confirms, enters, updates, and retrieves data using automated filing systems;
  • Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports;
  • Establishes and maintains filing systems and retrieves documents from files as required;
  • Researches document files and automated records for specific information;
  • Copies and distributes materials and acts as key operator for copy machine;
  • Reads, screens and directs mail and composes answers to routine correspondence;
  • Calculates fees, records payments and balances routine accounts;
  • Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;
  • Performing moderately complex word processing activities such as preparation of charts, graphs and tables;
  • Transcribing a variety of correspondence, reports and documents from dictating equipment;
  • Scheduling and arranging meetings, conferences, interviews and other appointments;
  • Training other staff members in office procedures and clerical activities;
  • Assigning and reviewing the work of staff performing typing, filing and other routine clerical activities.

FAQs

What are the primary responsibilities of the Administrative Assistant II position?

The primary responsibilities include covering general administrative duties for the department, front desk reception (non-public), responding to phone inquiries from Pima County employees regarding maintenance issues, screening work orders, managing department mobile phones, and handling related data, billings, and accounts.

What is the pay range for the Administrative Assistant II position?

The pay range for this position is $16.54 - $22.33 per hour, with a hiring range of $16.54 - $19.43 per hour.

What qualifications are required for the Administrative Assistant II position?

Candidates must have two years of experience performing secretarial or administrative tasks or one year with Pima County in an Administrative Assistant I position. Relevant education from an accredited college or university may also be accepted.

Is experience with smartphones necessary for this position?

Yes, familiarity with smartphones is a must, including setting up new phones, data transfers, and downloading apps.

What are the preferred qualifications for applicants?

Preferred qualifications include a minimum of five years of customer service experience in an administrative capacity, two years of experience using Microsoft Office Suite, one year of experience supporting departmental functions, experience with smartphones, and experience working in a fast-paced environment.

Are there any special requirements for this position?

Yes, a valid driver license is required at the time of application, and the successful applicant will undergo a 39-month DOT Motor Vehicle Record review.

Will there be a background check for this position?

Yes, successful candidates will undergo a post-offer, pre-employment background screening, which includes verification of work history, education, and criminal conviction history.

Does Pima County provide equal employment opportunities?

Yes, Pima County Government is an Equal Employment Opportunity employer and is committed to an inclusive and diverse workforce.

How should applicants document their qualifications?

Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Applicants should not substitute a resume for their application or write "see resume" on their application.

What kind of office equipment will I be expected to operate in this role?

The role involves operating various office equipment such as computers, facsimile machines, photocopiers, and calculators.

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Pima County

Accountable. Respectful. Ethical. We A.R.E. Pima County!

Government
Industry
5001-10,000
Employees
1864
Founded Year

Mission & Purpose

With a population of over 1 million people, Pima County is the second-biggest county (by population) in Arizona. It’s home to Tucson, the second-largest city in Arizona after Phoenix. Situated in the heart of the Sonoran Desert, Pima County is known for much more than its spectacular saguaros and stunning sunsets. A day trip can take you from the desert floor to the mountains of the Coronado National Forest to the top of Mt. Lemmon, the southernmost ski destination in the United States. The county's economy is driven by a mix of industries, including government, education, healthcare, and technology. The University of Arizona, located in Tucson, is the largest employer in the county, boasting world-class researchers, top-ranked academic programs, and NCAA-championship caliber athletic teams. Pima County has a rich cultural history, with evidence of human habitation in the area dating back thousands of years. It’s home to the Tohono O'odham Nation and the Pascua Yaqui Tribe. In addition, 40 percent of the County’s population is of Hispanic/Latino origin. Tourism is also an important industry in Pima County, with attractions such as the Saguaro National Park, the Arizona-Sonora Desert Museum, and the Pima Air & Space Museum drawing millions of visitors each year. Other urban areas include Oro Valley, Marana, Sahuarita, Green Valley, Ajo, and South Tucson.