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Administrative Assistant III (Vital Records Amendment)

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Pima County

3mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Healthcare
  • Tucson

AI generated summary

  • You must have 3 years in admin tasks, records experience, edits to vital docs, team leadership, valid AZ driver license, and may need Notary cert and background checks.
  • You will answer inquiries, process documents, maintain records, operate office equipment, manage payments, coordinate services, and assist clients with procedural tasks.

Requirements

  • (1) Three (3) 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 II 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 one (1) year experience as an Administrative Assistant II, within the County or two years of customer service experience.
  • Experience with records management or record handling.
  • Experience with Arizona Administrative Codes and Revised Statutes.
  • Experience with creating or amending personal records.
  • Minimum one (1) year experience making edits/corrections to official documents, specifically vital records documents.
  • Minimum two (2) years leading/training teams.
  • Valid driver license is required at time of application.
  • Valid AZ driver license is required at time of appointment.
  • Some positions may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial/promotional probation.
  • Some positions may require satisfactory completion of a personal background investigation by law enforcement agencies, and/or pre-/post-appointment polygraph tests and drug-screening.
  • The County requires pre-employment background checks.

Responsibilities

  • Answers general procedural questions from the public concerning specialized documents;
  • Provides detailed information in response to queries concerning unit operations;
  • Compiles information and prepares and types a variety of documents such as correspondence, reports and specialized file data;
  • Reviews and sorts documents, creates new records and inputs and retrieves information using automated systems;
  • Prepares, and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges;
  • Researches manual and automated systems to gather or verify data needed for processing activities;
  • Creates and maintains spreadsheets and databases using packaged software;
  • Assigns and reviews the work of staff performing typing, filing and other routine clerical activities;
  • Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;
  • Processes claims, purchase orders and contracts for payment to vendors and contractors, and verifies accuracy of billing charges against ledgers, invoices and contracts;
  • Establishes, posts, and maintains manual and automated bookkeeping systems;
  • Verifies fees for permits of services, receives payments, and issues receipts;
  • Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation;
  • Contacts debtors to collect accounts receivable and monitors payment arrangements;
  • Coordinating paperwork for the referral, admission, transfer or discharge of patients from a hospital unit or clinic;
  • Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process;
  • Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services.

FAQs

What is the salary range for the Administrative Assistant III position?

The hiring range is $18.23 - $21.42 per hour, with a full range of $18.23 - $24.61 per hour.

What qualifications are required for this position?

Candidates must have three years of experience performing secretarial or administrative tasks, or one year of experience in an Administrative Assistant II position with Pima County.

Is a valid driver’s license required for this job?

Yes, a valid driver’s license is required at the time of application and appointment.

Are there any preferred qualifications for candidates?

Preferred qualifications include experience as an Administrative Assistant II within the County, experience with records management, knowledge of Arizona Administrative Codes and Revised Statutes, and experience making edits to official documents.

What responsibilities does this position have?

The Administrative Assistant III will provide complex administrative support, answer procedural questions, manage documents and records, coordinate with other units, and supervise staff performing clerical tasks.

Is background screening required for this position?

Yes, successful candidates will undergo a pre-employment background check including verification of work history, education, and criminal conviction history.

Can experience or education be substituted for the required qualifications?

Yes, relevant experience and/or education from an accredited college or university may be substituted for experience.

Will I receive training in this position?

Typically, extensive training is provided, especially in specific areas such as vital records processing and office systems.

What is the application process for this position?

Candidates must clearly document their qualifying education and experience in the application without substituting a resume. Applications will be assessed based on listed qualifications, and potential interviews will follow.

How important is experience with vital records for this position?

Experience making edits or corrections to official documents, specifically vital records, is a significant preferred qualification for this role.

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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.