Administrative Specialist I - Joel D. Valdez Main Library

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

Job summary

Pima County Public Library seeks an organized Administrative Specialist I to support daily facilities operations across 27 libraries. You will review, prioritize, and process maintenance requests, submit work orders, and coordinate with County departments and service providers to ensure timely follow-up.

The role requires strong communication, problem-solving, and organizational skills, with the ability to manage multiple requests and meet deadlines in a fast-paced environment.

Qualifications

• Associate's Degree from an accredited college or university in public administration, business administration, management, or a related field.
• Relevant experience and/or education may be substituted.
• One year with Pima County as an Administrative Assistant III or related role.

Responsibilities

• Coordinate unit activities with other departments and outside agencies or through staff.
• Respond to public and staff inquiries with clear information and guidance.
• Maintain and monitor work orders and prepare routine reports.
• Prepare accounting documents such as requisitions and purchase orders.
• Maintain inventory records and support general administrative functions.

Skills

Communication

Problem-solving

Organizational skills

Customer service

Education

Associate's Degree in Public Administration / Business Administration / Management

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 Facilities Team.

Pima County Public Library is seeking an organized, detail-oriented, and customer-focused Administrative Specialist I to support daily facilities operations across our 27 library locations. This position is responsible for reviewing, prioritizing, and processing maintenance and service requests, submitting work orders through designated online systems, and coordinating with County departments and service providers to ensure timely follow-up. Responsibilities include monitoring and tracking open work orders, maintaining accurate records, providing regular status updates, and serving as a primary facilities liaison for assigned library locations. This position also involves coordinating onsite visits, maintaining inventory records, and supporting other administrative functions. The ideal candidate will demonstrate strong communication, problem-solving, and organizational skills, with the ability to manage multiple requests, meet deadlines, and provide accurate and timely customer service in a fast-paced environment.

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.

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 experienc