Administrative Specialist I - Joel D. Valdez Main Library

Socket.dev; Tucson (AZ); On-site; USD 62,352,000 - 84,129,000; Full time

Job summary

Pima County Public Library is seeking an Administrative Specialist I to support financial functions, invoices, purchasing, and record-keeping across 27 library locations. The role requires detail orientation and comfort with numbers and data entry.

The position includes regular reporting, budget monitoring, and interdepartmental collaboration, with travel between library sites as needed. Pre-employment screening and background checks apply.

Qualifications

• Associate’s Degree from an accredited college or university in public administration, business administration, management, or related field; substitution allowed with relevant experience.
• One year with Pima County as Administrative Assistant III or similar role may count toward qualifications.

Responsibilities

• Coordinate unit activity with other departments and external agencies.
• Respond to inquiries and provide information or resolve problems per rules and policies.
• Represent unit on committees and coordinate staff activities.
• Schedule and organize calendars and meetings.
• Assist with accounting documents and financial processes.

Skills

Work ethic

Customer service

Data entry

Communication

Analytical thinking

Education

Associate’s Degree in public/ business administration or related field

One year administrative experience substitute education

Tools

Workday Finance

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Acrobat

Job description

Job Description Summary

Department - County Free Library

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.

Join the Pima County Public Library Team! Pima County Public Library is looking for an Administrative Specialist I to join our team to support financial functions throughout the department.

This position provides essential administrative and financial support, including processing invoices, purchasing, maintaining financial records, tracking expenditures, data entry, and assisting with daily department operations. The ideal candidate is organized, detail-oriented, and enjoys working with numbers, records, and people. Join a team that helps support the financial operations of a dynamic library system serving 27 library locations.

This position requires the ability to report to, and travel between, assigned library locations during the workday within a reasonable timeframe.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• 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.)

OR:

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: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

• Minimum one (1) year experience using Workday Finance or a similar financial management system to enter, process, track, or maintain financial information.
• Minimum one (1) year experience using Microsoft Word, Excel, Outlook, and Adobe Acrobat to prepare, maintain, organize, and communicate information.
• Minimum one (1) year customer service experience providing assistance, responding to inquiries, resolving routine issues, communicating with customers, employees, or the public.
• Minimum one (1) year experience handling cash, payments, receipts, or other financial transactions, including maintaining accurate records and reconciling transactions.
• Minimum one (1) year experience working in a public-sector organization, library, or similar community-serving organization, performing administrative, financial, or operational support duties.

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: 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. Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to maintain the required licensure shall be grounds for termination.

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. 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 abilities will be determined by position. Speaking Activity - In person, on the phone, on a radio, on a call; Vision - operate motor vehicle; distinguish colors, depth perception, peripheral vision.

Working Conditions: Working conditions will be determined by the 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.