1861 - Special Staff Assistant

Overall Job Objective

Position Description

This position is in the Administration Division within the Health Department.

Salary Grade: 46

Assists in managerial activities within Pima County. This is distinguished from the Special Staff Assistant-Senior classification by its organizational placement and its somewhat limited freedom and authority to act.

Duties/Responsibilities

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

Assists in planning, coordinating, and implementing operational projects;
Assists in coordinating the efforts of personnel to achieve objectives;
Participates in the design of special projects which may be of a confidential or politically sensitive nature;
Conducts studies and surveys on behalf of managerial or executive staff and collects pertinent information for review;
Verifies, analyzes and interprets information and makes appropriate recommendations to management;
Researches and writes reports which address managerial or supervisory issues;
Assists in developing and communicating policy statements concerning managerial and supervisory practices, issues and procedures;
Acts as the department or division representative on county committees, boards and at various meetings;
Plans, organizes, schedules and conducts various departmental meetings;
Establishes and maintains liaison relationships with other county departments and with various outside agencies, groups and concerns;
Responds to public inquiries, resolves potential problems and addresses pertinent issues;
Ensures work unit policies, procedures and activities comply with applicable federal/state statutes, regulations and county policy;
Utilizes an automated information system to monitor, track and present data.

KNOWLEDGE & SKILLS:

Knowledge of:

• principles and practices of public sector organization and administration;
• research/analysis methodology and techniques and report preparation;
• public relations/public speaking/meeting facilitation;
• laws, regulations, statutes, policies, and procedures (county/state/federal) applicable to work unit;
• computerized data and word processing systems and various applications of automated information systems.
  

Skill in:

• coordinating project and program activities;
• organizing, coordinating and facilitating meetings and activities.
• communicating effectively, both orally and in writing and preparing reports;
• representing a department or division;
• researching, compiling and analyzing information and making recommendations;
• interpreting and applying statutes, regulations, policies and procedures;
• use of automated information systems to maintain/monitor data and produce documents.

Minimum Qualifications

(1) A Bachelor's degree from an accredited college or university in business or public administration, management, or a related field as defined by the appointing authority and two years of professional administrative or managerial experience.
(Additional relevant experience/education from an accredited college or university may substitute.)
OR:
(2) Four years of experience as an Administrative Specialist or closely related professional administrative classification within Pima County.
(Additional relevant experience/education from an accredited college or university may substitute.)
OR:
(3) Six years of experience as an Executive Administrative Assistant or closely related paraprofessional administrative/personnel/accounting classification within Pima County.
(Additional relevant education from an accredited college or university may substitute.)

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. Six (6) years experience as a executive administrative assistant, office manager or similar experience.
2. Experience communicating with internal and external stakeholders, community members and government officials.
3. Experience writing professional level correspondence (memos, emails, letters), and public meeting minutes.
4. At least six (6) years experience managing multiple complex calendars.
5. Advance Microsoft Office expertise.

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/score against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidates 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: Valid driver license is required at time of application. Valid AZ driver's license and access to a registered/insured vehicle for business travel is required (business mileage reimbursed) at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicants 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 candidates driving record.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.

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.