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Administrative Specialist I

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Pima County

18d ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Tucson

AI generated summary

  • You must have a relevant Bachelor’s degree, 1 year in a specific administrative role with Pima County, 3 years in behavioral/public health or legal settings, customer service, and MS Office skills.
  • You will coordinate activities, respond to inquiries, lead accounting processes, maintain databases, prepare reports, manage contracts, and handle sensitive information while supporting departmental functions.

Requirements

  • 1. A Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined by the department head at the time of recruitment.
  • 2. One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, or closely related professional administrative classification. Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application.
  • 3. Minimum three (3) years experience providing professional administrative services in behavioral health, public health, and/or legal environment.
  • 4. Minimum three (3) years experience processing travel, purchase orders, invoices, work orders, etc., transcribing meeting minutes.
  • 5. Minimum three (3) years experience working with documents of a confidential nature and understanding of privacy/confidential laws and regulations.
  • 6. Minimum three (3) years of customer service experience in behavioral health, public health, and/or legal environment.
  • 7. Experience with Microsoft Office Suite (Word, Excel, Outlook, Teams, Publisher, etc.).
  • 8. Valid driver license is required at time of application.
  • 9. Valid AZ driver license is required at time of appointment.

Responsibilities

  • Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program specific functions
  • Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff
  • Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues
  • Coordinates, schedules and organizes unit, program, or departmental calendars and meetings
  • Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers
  • Creates, maintains, and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports
  • Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors and service providers
  • Researches, compiles and performs initial analysis of information, and prepares routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval
  • Compiles and summarizes statistical and operational data, and prepares periodic and special reports
  • Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities
  • Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created
  • Establishes and maintains specialized reference files and reference materials

FAQs

What is the salary range for the Administrative Specialist I position?

The hiring range for the Administrative Specialist I position is $41,811 - $49,128 annually, with a full range of $41,811 - $56,445 annually.

What are the minimum qualifications required for this position?

Candidates must have either a Bachelor's Degree in public administration, business administration, management, or a closely-related field, or one year of experience with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, or a closely related professional administrative classification.

Are there preferred qualifications for applicants?

Yes, preferred qualifications include at least three years of experience providing professional administrative services in behavioral health, public health, or a legal environment, along with experience in processing travel, purchase orders, and understanding confidentiality laws.

Is there a requirement for a driver’s license?

Yes, a valid Arizona driver’s license is required at the time of application and must be maintained throughout employment.

Will background checks be conducted for applicants?

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

What kind of duties will the Administrative Specialist I perform?

The role involves coordinating unit activities, responding to inquiries, preparing accounting documentation, maintaining databases, and compiling reports among other advanced administrative tasks.

Are there additional assessments required during the selection process?

Yes, additional assessments or testing may be required as part of the selection process.

Does Pima County prioritize diversity and inclusion in its hiring practices?

Yes, Pima County Government is committed to an inclusive and diverse workforce and does not discriminate in employment opportunities based on protected characteristics.

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.