5838 - Administrative Assistant III

Overall Job Objective

Position Description

OPEN UNTIL FILLED

Salary Grade: 4

Pay Range
Hiring Range: $18.23 - $21.42 Per Hour
Full Range: $18.23 - $24.61 Per Hour

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

This position is located in the Fleet Services Department of Pima County and is automotive industry-related in nature. The primary functions of this position include answering a multi-line phone system, managing visitors, and providing excellent customer service. Additionally, this position provides administrative support to the other divisions within the department such as processing vendor invoices/statements. Experience with basic accounting and the ability to multi-task and follow written and oral instructions is essential.

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 prioritizing multiple 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. Minimum one (1) year, within the last five (5) years, computer experience using Microsoft Office Suite such as Excel, Word, Outlook, data management systems, or other specialized databases.
2. Experience in data entry and reporting.
3. Experience in verbal and written communication which includes preparing routine correspondence, memorandums, and special reports.
4. Experience within the last five (5) years working in a front desk setting providing customer service in person, answering emails and/or telephones.

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: Valid driver license is required at time of application. Valid AZ driver license is required 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.

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.
Due to need for access to courts, law enforcement, medical, detention and correctional facilities, records and information systems, some positions may require satisfactory completion of a personal background investigation by law enforcement authorities. Some positions may carry the risk of exposure to infectious diseases, blood-borne pathogens, asbestos, or Wastewater products, therefore special medical screening prior to or during employment may be necessary to assure employee health and safety.

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

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.