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Administrative Specialist I (Library Administration)

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Pima County

3mo ago

  • Job
    Full-time
    Junior Level
  • Government & Politics
    People, HR & Administration
  • Tucson

AI generated summary

  • You need a Bachelor’s in a related field or one year in a relevant Pima County role, strong communication, customer service, Excel skills, HR knowledge, and experience handling confidential info.
  • You will coordinate activities, respond to inquiries, manage calendars, prepare reports, maintain databases, monitor agreements, and assist in budget processes while ensuring confidentiality.

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.
  • (Relevant experience and/or education from an accredited college or university may be substituted.)
  • OR:
  • (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. Do not substitute a resume for your application or write "see resume" on your application.
  • Strong written and verbal communication skills in English.
  • Working experience offering customer service.
  • Strong office management and organizational skills.
  • Excellent working experience using Microsoft Office Excel.
  • Experience in recruitment, employee relations, payroll, and/or HR policy.
  • Experience and knowledge of US Equal Employment Opportunity Commission federal laws.
  • Experience with HRIS (Human Resources Information Systems) such as Workday and other HR-related software.
  • Experience in record-keeping and creating personnel-related documentation.
  • Working experience handling confidential information.
  • Experience with career development and performance appraisal processes.

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 is $20.10 - $23.62 per hour, with a full range of $20.10 - $27.14 per hour.

What qualifications are required for this position?

A Bachelor’s Degree in public administration, business administration, management, or a closely related field, or one year of experience with Pima County in a related administrative position.

Are there preferred qualifications for applicants?

Yes, preferred qualifications include strong communication skills, customer service experience, office management skills, and experience with HR processes, among others.

What kind of duties will the Administrative Specialist I be responsible for?

Duties include coordinating unit activities, responding to inquiries, scheduling meetings, preparing accounting documentation, and creating reports and databases, among other administrative tasks.

What additional information is required with the application?

Applicants must clearly document their qualifying education and experience in the application without substituting a resume or writing "see resume".

Is there a requirement for a valid driver's license?

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

Will there be a background check for this position?

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

What are the work hours expected for this position?

The standard calculation for full-time experience is based on a forty (40) hour work week.

Is this position part of an equal opportunity employer?

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

How can I find more information about the Pima County Public Library?

You can visit their website at https://www.library.pima.gov for additional information about their services and vision.

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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.