Administrative Specialist I - Detainee & Crisis Systems

Pima County; Tucson (AZ); On-site; USD 29,094 - 39,261; Full time

Job summary

Pima County is hiring an Administrative Specialist I in Tucson, Arizona. This role involves coordinating departmental activities, responding to inquiries, and managing various administrative tasks. Candidates should have an Associate's degree in public administration or a related field, along with at least one year of relevant experience.

The position offers a salary range of $21.12 to $28.50 per hour. Preferred qualifications include experience in behavioral health or public health environments, and handling confidential information.

Qualifications

• Associate's degree from an accredited college or university.
• One year with Pima County in a related administrative role.

Responsibilities

• Coordinating activities with other departments and agencies.
• Responding to public inquiries and resolving problems.
• Managing departmental calendars and meetings.

Skills

Organizational skills

Communication skills

Confidential information handling

Customer service

Education

Associate’s degree in public administration or related field

Job description

Job Title: Administrative Specialist I

Department: Detainee & Crisis Systems

Job Type: Classified

Classification Number: 5754 – Administrative Specialist I

Salary Grade: 6

Pay Range: $21.12 - $28.50 per hour

Position Open Until Filled

Essential Functions

• Coordinating unit activity with other departmental sections/divisions, other county departments or outside agencies directly or through assigned staff, and acting as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program specific functions.
• Responding to public and staff inquiries and providing information or resolving problems that require explanation or application of departmental or program rules and policies, or referring questions to appropriate staff.
• Representing the unit/department on various committees and working groups and, when granted authority, committing unit/department support to issues.
• Coordinating, scheduling and organizing unit, program, or departmental calendars and meetings.
• Leading and participating in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers.
• Creating, maintaining, and/or directing the maintenance of specialized databases including inputting and retrieving data and producing complex computer‑based reports.
• Coordinating and monitoring standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors, and service providers.
• Researching, compiling and performing initial analysis of information, and preparing routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval.
• Compiling and summarizing statistical and operational data, and preparing periodic and special reports.
• Compiling information used in unit budget preparation, monitoring miscellaneous expenditures, and reporting to supervisor on program budget activities.
• Conducting and documenting confidential or sensitive inquiries for management and maintaining appropriate security and confidentiality of information encountered or created.
• Establishing and maintaining specialized reference files and reference materials.

Minimum Qualifications

• Associate’s degree from an accredited college or university in public administration, business administration, management, or a closely related field, as determined by the department head at the time of recruitment (relevant experience and/or education may be substituted).
• One year with Pima County as an Administrative Assistant III or a closely related professional administrative classification.

Preferred Qualifications

• Minimum three (3) years of experience providing professional administrative services in behavioral health, public health, and/or legal environments.
• Minimum three (3) years of experience processing travel, purchase orders, invoices, work orders, transcribing meeting minutes, or other related duties.
• Minimum three (3) years of experience working with confidential information and understanding of privacy/confidential laws and regulations.
• Experience with or knowledge of purchasing or inventory management.
• Experience with or knowledge of maintaining and building filing systems.

Supplemental Information

• Some positions may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial/promotional probation.
• Valid driver’s license required at time of application and at time of appointment; a 39‑month DOT Motor Vehicle Record review will be conducted.
• Background checks, verification of work history, education, and criminal history will be performed.

Equal Employment Opportunity

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.