7020 - Special Staff Assistant - Unclassified (Administrative Assistant)

Overall Job Objective

Position Description

This part-time position is located in the Office of Economic Development.

1st Screening Date: 09/09/2022

Salary Grade: U1

The mission of Pima County Economic Development is to create a vibrant, diverse, and resilient economy that allows for upward economic mobility for our community, broadens and stabilizes our tax base, and promotes economic well-being and quality of life for our residents. Through business attraction, retention and expansion, job creation, infrastructure development, and workforce development, we aspire to create and retain head-of-household wage jobs, train and retain a qualified workforce, develop a vibrant community, and improve overall quality of life.

As a Special Staff Assistant (Administrative Assistant), you will assist the Economic Development leadership team with various administrative tasks and activities, such as, calendar coordination, scheduling meetings, purchasing supplies, providing customer service, to coordination of travel and training for department staff.

This classification is in the unclassified service and is exempt from the Pima County Merit System Rules.

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)

• Primary point of contact for departmental phone.
• Calendar coordination and scheduling for Economic Development Director, Deputy Director, and Assistant Director, including coordination among other relevant departments.
• Contract work - preparation of contracts, BOSAIRS, BOS Agenda Items, procurement memos, entering into Advantage System, see through to final processing.
• Act as department benefit representative.
• Office supply ordering.
• PCard responsibilities for department.
• Coordinate fleet services for department.
• Maintain office filing system.
• Entering Maximo requests.
• Formatting memos, correspondence, and letters of support from Economic Development department to other departments, and agencies, including County Administration and BOS.
• Invoice payment processing for all memberships, trainings, contracts, etc. plus, updating Excel contract spreadsheet.
• Obtaining budget reports from Finance for guidance of budget expenditures, as well as expense reports and period reports.
• Entering Footprints for ITD on behalf of Econ Development.
• Coordinating Economic Development recurring meetings (PC/PCC meeting, for example, and Regional Quarterly Meeting.)
• Coordinating agenda items on behalf of Economic Development for BOS meetings.
• Coordinating travel and training.
• Coordinating memos, correspondence, meeting agendas, and other related duties for the Small Business Commission.

KNOWLEDGE & SKILLS:

Knowledge of:

• public sector organization and functions;
• public administration principles and practices;
• basic managerial techniques and practices;
• study and research methodology.

Skill in:

• representing the department or division;
• communicating effectively, both orally and in writing;
• assisting in management and supervision;
• reviewing functional and operational procedures.

Minimum Qualifications

DESIRED QUALIFICATIONS:

A minimum of a High School Diploma/GED and two (2) years of professional administrative support experience.

(Additional relevant experience/education from an accredited college or university as defined by the appointing authority at the time of recruitment may substitute for a portion of the aforementioned education/experience.)

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. Financial, contractual, and other County systems tasks: Knowledge or experience with Maximo, Financial/Procurement Advantage Systems, OnBase, Vendor Registration System, etc.
2. Front office administration tasks: Soft skills, computing and software skills, phone systems and office equipment, etc.
3. Small Business Commission support tasks: Organizational skills, transcriptions experience, writing skills, etc.

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. Additional assessments/testing may be required as part of the selection process.

Supplemental Information

Licenses and Certificates: Some positions require a valid Arizona Class D driver license at the time of application or appointment.

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.