Administrative Specialist I - Joel D. Valdez Main Library

Pima County; United States; On-site; USD 30,000 - 40,000; Full time

Job summary

Pima County Public Library Facilities Team is seeking an organized Administrative Specialist I to support daily facilities operations across 27 library locations.

Responsibilities include processing work orders, maintaining records, and coordinating with county departments and service providers for timely follow-up in a fast-paced environment.

The role requires strong communication, problem-solving, and organizational skills with travel between library locations as needed.

Qualifications

• Associate’s degree in public administration, business administration, management, or related field.
• OR: One year with Pima County as Administrative Assistant III or closely-related role.
• Minimum one year experience in customer service.
• Experience submitting facility requests via online software.
• Proficiency using Microsoft Office (Word, Excel, Outlook, Teams).
• Experience collaborating with units outside the assigned work unit.

Responsibilities

• Coordinate interdepartmental activity and act as internal coordinator for support functions.
• Respond to public and staff inquiries and provide information or resolve issues.
• Represent the unit on committees and coordinate calendars and meetings.
• Lead in preparing and processing accounting documents (requisitions, PO, claims, transfers).
• Create and maintain databases and generate complex reports.
• Coordinate and monitor intergovernmental agreements and service contracts.

Skills

Customer service

Online facility requests

Written communication

Cross-unit collaboration

Interdepartmental coordination

Education

Associate’s Degree in public/admin/management

Tools

Microsoft Office Suite

Job description

Job Description Summary Department - County Free Library Job Description Job Type: Classified Job Classificaiton: 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:

• Minimum one (1) year experience working in customer service.
• Minimum one (1) year experience/knowledge of submitting facility requests via online software.
• Minimum one (1) year experience using Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Minimum one (1) year experience with/knowledge of written and verbal communication.
• Minimum one (1) year experience collaborating with units or organizations outside assigned work unit.

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. Action Activity - Bending, Reaching; Motion Activity - Grasping; Hearing Activity - In noisy areas and behind themselves; Speaking Activity - In person, on the phone, on a cell; 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.

Benefits That Support You:

We offer a comprehensive benefits package and resources designed to support you and your family today and into the future. Explore Pima County Benefits Keep Growing Your career shouldn’t stand still. We invest in training, education and opportunities to learn new skills and move your career forward. And everything we do is grounded in being Accountable, Respectful, and Ethical.