Pima County
Tucson, Arizona, United States
1171 - Administrative Support Specialist
Job Description
Position Description
This position is in the Sheriff's Department.
Salary Grade: 34
Provides paraprofessional level administrative support to a department or specialized program.
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.
(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 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 of County, Departmental, or program rules and policies or refers questions to appropriate staff;
Represents unit/department on various committees and working groups and may record, transcribe, and/or distribute meeting minutes;
Coordinates, schedules, and organizes unit, program, or departmental calendars, appointments, and meetings;
Maintains specialized databases, inputs and retrieves data, and produces computer reports;
Coordinates and monitors standard departmental Intergovernmental Agreements (IGA's), contracts, and other obligatory agreements;
Researches information and prepares routine correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisor review and approval;
Compiles 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;
Makes travel arrangements for unit personnel and prepares related travel documentation for approval and processing;
Establishes and maintains specialized files and reference libraries;
May supervise, train, and evaluate staff, make 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 prepare and process accounting documentation such as requisitions, purchase orders, claims and fund transfers.
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;
- basic principles of contractual agreements;
- research techniques and report writing;
- principles and practices of employee supervision, training, and evaluation;
- office practices, procedures, and equipment.
Skill in:
- use of automated information systems to maintain data and produce documents;
- organizing and coordinating meetings;
- prioritizing multiple tasks and activities;
- researching and compiling information and writing reports;
- communicating effectively;
- planning, assigning, and reviewing the work of staff;
- performing basic arithmetic calculations.
(1) Four years of experience performing secretarial or administrative tasks that demonstrate the required knowledge and skills including two years of experience providing overall support and coordination for a department, specialized program, or small business.
(Relevant education from an accredited college, university, trade or vocational school may substitute for up to two years of the general portion of the aforementioned experience.)
OR:
(2) Two years of experience as an Office Support Level III or Office Support Level IV, or a similar clerical classification within Pima County.
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.
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.
Licenses and Certificates: Some positions may require specialized certification or licensure relative to assignment at time of appointment or prior to completion of an initial or promotional probation period. Some positions require a valid Arizona Class D driver license at the time of application. Failure to maintain the required licensure shall be grounds for termination.
Special Notice Items: Some positions may require satisfactory completion of a personal background investigation, polygraph test, and/or drug screening.
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.