Administrative Specialist I - Immunizations Specialist

Pima County; Tucson (AZ); On-site; USD 30,000 - 40,000; Full time

Job summary

Pima County Health Department seeks an Administrative Specialist I to support the Vaccine Preventable Disease Program. The role coordinates vaccination services for homebound residents, connects community partners to resources, and helps translate vaccine guidance into practice.

Ideal candidates will have an associate degree and at least one year of relevant administrative experience, plus strong MS Office skills and effective communication.

Qualifications

• Associate’s degree in public administration, business administration, management, or closely related field.
• At least one year as Administrative Assistant III or similar with Pima County or equivalent.
• Documentation of education and experience must be clearly shown in application; resume alone is not accepted.

Responsibilities

• Coordinate unit activity with other departments and external agencies as assigned.
• Respond to public and staff inquiries and provide information on rules and policies.
• Represent unit on committees and coordinate calendars and meetings.
• Prepare and process accounting documents such as requisitions, PO's, claims and fund transfers.
• Maintain databases and generate complex reports.
• Monitor intergovernmental agreements, contracts, and service provider arrangements.
• Prepare routine and special reports and budget-related information for supervisor.
• Maintain confidentiality of sensitive information and secure documents.

Skills

Administrative support

Customer service

Microsoft Office Suite

Education

Associate’s degree in public administration/business/management

Tools

Microsoft Office Suite

Job description

Job Description Summary

Job Description Summary Department - Health Job Description Job Type: Classified Job Classification: 5754 - Administrative Specialist I Salary Grade: 6 Pay Range Hiring Range: $21.76 - $25.56 Per Hour Pay Range: $21.76 - $29.36 Per Hour Range Explanation: Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity. Pay Range is the entire compensation range for the position. THIS IS A GRANT-FUNDED POSITION ENDING JUNE 2027. Join the Pima County Health Department’s Vaccine Preventable Disease Program and help protect our community through immunization, education, and meaningful partnerships. This position provides an opportunity to serve as a trusted immunization resource while collaborating with clinical teams, community organizations, and residents throughout Pima County. In this role, you’ll coordinate vaccination services for homebound residents, connect community partners with essential resources, support outreach initiatives, and help translate evolving vaccine guidance into practice. This is an ideal opportunity for someone who enjoys building relationships, solving problems, and turning public health knowledge into meaningful action.

Essential Functions

• Coordinates unit activity with other departmental sections/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


• 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, maintains, and/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 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

Minimum Qualifications

• Associate’s degree from an accredited college or university in one of the following disciplines: 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 from an accredited college or university may be substituted.)


• One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.


• 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

• Minimum one (1) year experience working with an immunization program.


• Experience with/knowledge of educating others about immunization guidance or other infection prevention methods.


• Experience collaborating with community partners.


• Experience with professional communication, both written and oral.


• Minimum three (3) years experience with/knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.


• Experience managing program or clinic inventory, including tracking supplies, ensuring proper storage, and coordinating restocks.

Selection Procedure

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum 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 applicant’s 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 candidate’s driving record. 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.

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. This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening. Pima County determines whether a position is eligible for visa sponsorship at the time of recruitment. Eligibility is based on the requirements of the position and applicable laws and regulations. Not all positions with Pima County are eligible for visa sponsorship.

Physical/Sensory Requirements

Physical and sensory requirements will be determined by position.

Working Conditions

Working conditions 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. Pima County stands out as an exceptional workplace, offering a supportive environment that fosters professional growth and personal satisfaction. As one of the largest employers in the region, Pima County prioritizes its commitment to creating a diverse and inclusive workplace, recognizing the unique contributions of each employee. Embracing innovation and collaboration, Pima County provides multiple opportunities in which individuals can make a meaningful impact on their community.

• Employees enjoy competitive salaries, generous health insurance coverage, and retirement plans that contribute to long-term financial security.


• Pima County recognizes the importance of a healthy work-life balance, offering flexible work schedules, a generous family leave policy and wellness programs that prioritize employee well-being.


• Furthermore, Pima County takes pride in fostering a culture of continuous learning and development.


• Employees benefit from opportunities for professional advancement through training programs, workshops, and educational reimbursement programs.


• In addition, a County-wide employee recognition program rewards employees who exemplify the County values of being accountable, respectful and ethical as well as providing great customer service.


• By joining Pima County, individuals become part of a dedicated team working towards a common goal: enhancing the quality of life for residents and building a vibrant future.


• Pima County is not just an employer; it's a community that values its employees, encourages their growth and invests in their success.