1168 - Administrative Support Specialist - Senior

Overall Job Objective

Position Description

REOPEN

PREFERENCE GIVEN TO PIMA COUNTY EMPLOYEES

This position is in the Clerk of the Board Office.
Salary Grade: 37

Provides complex paraprofessional administrative support to a department or specialized program and is distinguished from Administrative Support Specialist by performing more complex work with a greater degree of autonomy and, depending upon area of assignment, exercising supervision of staff. This is also distinguished from Administrative Specialist which performs professional-level administrative services, requiring the application of theoretical knowledge and expertise to specialized areas of assignment.

Please note: Successful candidates offered employment with Pima County, including current employees who have applied for new positions, are required to provide proof of COVID-19 vaccination prior to their scheduled start date. If you are unable to become fully vaccinated due to a medical disability or religious observance/practice, you must request an accommodation - accommodation forms are located online. Duties/Responsibilities

(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor)

Coordinates unit activity with other departmental sections or 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;
Reviews and verifies specialized documentation and initiates action;
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 and maintains, 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 minor, 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;
May supervise, train and evaluate staff, and make effective recommendations on hiring, termination and related personnel activities;
May issue licenses, permits and/or bonds, receive money, review and verify cash drawers and prepare cash deposits;
May make travel arrangements for unit personnel and prepare related travel documentation for approval and processing.

KNOWLEDGE & SKILLS:

Knowledge of:

• applications of automated information systems;
• business English, spelling, grammar, punctuation and composition;
• rules, regulations, policies and procedures applicable within work unit;
• County policies and procedures for administration of contracts, IGA and related activities;
• research and analysis techniques and report writing;
• principles and practices of employee supervision, training and evaluation and County personnel policies/procedures;
• office practices, procedures and equipment.

Skill in:

• use of automated information systems to maintain data and produce documents;
• coordinating and prioritizingmultiple tasks and activities of assigned unit;
• researching, compiling and analyzing information, and writing complex reports;
• communicating effectively;
• maintaining appropriate security and confidentiality of sensitive information;
• planning, assigning, reviewing and evaluating the work of staff;
• organizing and coordinating meetings;
• performing mathematical calculations at an appropriate level for assigned duties.

Minimum Qualifications

(1) Five years of experience performing secretarial or administrative tasks providing administrative support and coordination for a department, specialized program or small business. [An Associate's degree from an accredited college or university with a major in business or public administration may substitute for two years of the required experience][A Bachelor's degree from an accredited college or university in one of the cited disciplines may be substituted for four years of required experience]

OR:

(2) Three years of experience with Pima County as an Executive Administrative Assistant, Administrative Support Specialist, Personnel Assistant-Sheriff's Department, Human Resources Support Specialist or similar administrative paraprofessional classification within Pima County.

OR:

(3) Four years of experience with Pima County as an Office Support Level III, Office Support Level IV or similar clerical classification within Pima County, which included lead responsibilities.

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.

Preferred Qualifications (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

1. Experience in office administration.
2. Experience and knowledge of Microsoft Office (Word, Excel and Outlook).
3. Experience and knowledge of Adobe Acrobat Professional.
4. Experience in agenda preparation/minute transcription.
5. Experience working with automated systems to maintain data and produce documents.

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process. Supplemental Information

Licenses and Certificates: 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 require a valid Arizona Class D driver license at the time of application or prior to completion of initial/promotional probation. Failure to maintain the required licensure shall be grounds for termination.

Special Notice Items: 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.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position. Successful candidates offered employment with Pima County, including current employees who have applied for new positions, are required to provide proof of COVID-19 vaccination prior to their scheduled start date. If you are unable to become fully vaccinated due to a medical disability or religious observance/practice, you must request an accommodation - accommodation forms are located online.