Administrative Specialist I - Joel D. Valdez Main Library

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

Job summary

Pima County Public Library is seeking 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.

Qualifications

• Associate's degree in public administration, business administration, management or related field.
• One year with Pima County as Administrative Assistant III or similar role may substitute.
• Qualifying education and experience must be documented in the application.

Responsibilities

• Process invoices, purchasing, and maintain financial records.
• Track expenditures, data entry and assist with daily department operations.
• Coordinate with other departments and travel between library locations as needed.
• Prepare routine and special reports and maintain confidential information when required.
• Monitor budgets and assist with accounting documentation such as requisitions and POs.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Acrobat

Education

Associate's Degree in public administration / business administration / management

Tools

Workday Finance

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:

• 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 :

• 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 A