Administrative Specialist

Pinal County; Florence (AZ); On-site; USD 42,000 - 66,000; Full time

Job summary

Pinal County in Florence, Arizona is seeking an experienced administrative professional to perform a wide range of clerical, technical, and program support duties for a Director or Elected Official.

The role requires handling calendars, data management, reporting, budgeting assistance, and confidential customer service. You will work under basic supervision, with opportunities to contribute to policy guidance and program operations while maintaining strict confidentiality.

Qualifications

• High school diploma or GED; 4 years of progressive admin, computer, and/or accounting experience.
• Equivalents may substitute for minimum requirements.
• Arizona residents preferred; Arizona Driver’s License upon hire; Associate’s Degree preferred.

Responsibilities

• Perform clerical, technical, and administrative duties including calendars, data management, records, and confidential customer support.
• Assist work group with administrative functions, explain rules, and make independent decisions.
• Manage special projects, create reports, maintain files, and coordinate communications.
• Supervise clerical staff as assigned and support managers with program activities.
• Maintain confidentiality of records and assist with budgets and travel expenses when required.

Skills

Administrative support

Data management

Record keeping

Customer service

Scheduling

Confidentiality

Education

High school diploma or GED

Associate’s Degree

Tools

MS Office

County/state software

Job description

JOB SUMMARY

Perform a wide variety of administrative and technical support functions of a highly responsible nature in relieving a Director or Elected Official of technical, organizational and administrative duties under basic supervision.

Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description.

• Perform experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, research, and providing informed and confidential technical assistance to customers and perform duties in accordance with County policy and procedures and within scope of authority.
• Use knowledge of County policies and state and federal regulations to assist work group with County administrative support functions, technical procedures, and program administration, explain rules, policies, and procedures, and work independently, and make appropriate decisions based on experience.
• Exercise initiative in performing technical assignments and resolving problems, develop and create technical and operational documents and reports, apply judgment and knowledge of the operations of the work group to resolve problems and make work process decisions, and refer matters requiring policy interpretation to supervisor for resolution.
• Manage special projects and programmatic assignments, covering a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department and create, review, edit, and process memoranda, technical documents, and other communications.
• Maintain department files and library, collect and compile statistical data, develop and create administrative, technical, and statistical reports, and update manual and computer records and tracking systems.
• Purchase and distribute supplies and equipment and manage inventory, work with vendors, verify deliveries and services, and resolve customer service and technical issues.
• Work on budgets, travel expenses, reimbursements, and/or financial reports, as assigned.
• Provide experienced customer service, information, and assistance to visitors, staff, and others having business with the County using knowledge of County policies and procedures and assist customers with requests, applications, government forms, and other documents.
• May supervise daily activities of clerical staff.
• Work on various assignments, special projects, special program activities, and coordinating activities for Managers and Directors.
• Review, research, and provide informed and confidential technical assistance to Managers, staff, and customers.
• Explain policies and procedures to staff and make appropriate decisions based on experience.
• Work independently and exercise initiative in performing technical assignments and resolving problems.
• Manage Directors, Deputy Directors and/or other calendars, scheduling of meetings and coordinating activities.
• Assist in various aspects of the recruitment process.
• Maintain absolute confidentiality of work-related issues, customer records, and restricted County information.
• Perform other related duties as required.

POSITION SPECIFIC DUTIES RECORDER’S OFFICE

• Occasionally be required to exert up to 25lbs of force.

QUALIFICATIONS

• High school diploma or GED equivalent.
• Four (4) years of progressive administrative, computer, and/or accounting experience.
• Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements.

Preferred Qualifications

• Arizona residents must have an Arizona Driver’s License upon hire; newly established Arizona Residents must have one within 30 days of hire.
• Associate’s Degree.
• Specific technical training and certification may be required for some incumbents.

Knowledge, Skills, and Abilities

• Knowledge of applicable policies, procedures, and regulations covering specific areas of assignment.
• Knowledge of Federal and state laws and local ordinances covering specific areas of assignment.
• Knowledge of County administration policies, including accounting, budgeting, payroll, and personnel regulations.
• Knowledge of principles of record keeping, scheduling records retention, and confidential records management.
• Knowledge of specialized County and state agency technical forms, software applications, and network operating environments.
• Knowledge of customer service principles, protocols and methods.
• Knowledge of business computers and standard MS Office software applications.
• Skill in interpreting and explaining policies and procedures of assigned department.
• Skill in researching, compiling, and reviewing data for special projects, and preparing narrative and statistical reports.
• Ability to work independently and maintain composure and confidentiality.
• Ability to work effectively in a high-pressure, multi-tasking environment with changing priorities.
• Ability to understand and apply relevant rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
• Ability to use initiative and independent judgment within established procedural guidelines.
• Ability to meet critical time deadlines.
• Ability to plan, organize and supervise staff, as assigned.
• Ability to perform duties in accordance with County policy and procedures, and within scope of authority.
• Ability to provide effective and quality customer service and deal tactfully and courteously with the public.
• Ability to follow verbal and written instructions and procedures.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships with co-workers.

PHYSICAL DEMANDS

The work is sedentary requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The work also requires the ability to finger, feel, handle, reach, perform repetitive motion, hear, speak, stoop, and demonstrate mental and visual acuity.

WORK ENVIRONMENT

Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries above the first quartile require additional approval.

NOTICE TO APPLICANTS

We appreciate your interest in our employment opportunities. At Pinal County, we value professionalism and respect for others. If these values are not demonstrated throughout the application and interview process, we reserve the right to remove your candidacy from consideration,

which may impact your future Pinal County applications.

Offers of employment are valid only if provided in writing and approved by Pinal County Human Resources.

All qualified candidates eligible to work in the United States are welcome to apply.

However, visa sponsorship is not available.

Pinal County does not participate in STEM Optional Practical Training (STEM OPT).

Pinal County requires pre-employment screening, which includes a Motor Vehicle Record check, a comprehensive background check (encompassing employment, education, and criminal history), and drug testing for safety-sensitive roles. Criminal convictions do not automatically disqualify candidates from employment. Employment offers are contingent on successful pre-employment screening. If driving is a requirement of the position, you must have a valid Arizona State Driver's License in accordance with Arizona State Law.