Administrative Specialist II - Community & Workforce Development

Pima Sheriff; Tucson, Northern (AZ, KY); Hybrid; USD 50,000 - 68,000; Full time

Job summary

Pima County Housing Center is seeking an organized Administrative Specialist II to act as the front-line contact for housing and community services. The role supports essential administrative operations, information sharing, and resource connections for residents in need.

The ideal candidate will manage reception activities, connect clients to resources, and support department managers with data and reporting tasks.

Qualifications

• Associate’s Degree in public administration, business administration, management, or related field with 1 year of experience OR
• One year with Pima County as Administrative Specialist I or similar role; substitution allowed with education/experience details.
• Documentation of education and experience in the application is required; resumes not accepted in place of the application.

Responsibilities

• Provides complex administrative services for a department, division, or program.
• Negotiates and monitors intergovernmental agreements and contracts.
• Prepares unit budgets, analyzes expenditures, and produces reports.
• Conducts research and prepares written recommendations for management.
• Offers information and guidance to directors, managers, and staff; responds to public inquiries.

Skills

Phone and in-person traffic handling

Customer service

Data management

Bilingual English/Spanish

Education

Associate’s Degree in public/business/related field

One year of relevant experience

Tools

Microsoft Office Suite

Scheduling platforms (Teamup / Squarespace/Acuity)

ERP systems (Workday)

Client-tracking systems (ESN)

Job description

Job Description Summary

Department - Community & Workforce Development Job Description Job Type: Classified Job Classification: 5671 - Administrative Specialist II Salary Grade: 8 Pay Range Hiring Range: $49,878 - $58,635 Annually Pay Range: $49,878 - $67,371 Annually 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. We are seeking a highly organized, compassionate, and customer-focused professional to serve as the first point of contact at Pima County’s Housing Center, home to Pima County’s Community Action Agency, the Outside Agency Program, and the Homelessness Prevention Hub. The ideal individual will thrive in a fast-paced, service-oriented environment, skillfully managing reception activities while providing accurate information, connecting community members to resources, and supporting essential administrative operations. This role is perfect for someone who is dependable, detail‑driven, and passionate about helping our community navigate housing and community assistance services. Community & Workforce Development Department works with vulnerable populations and minors. A Level one Fingerprint Clearance Card, a Criminal History Self Disclosure Affidavit, and a Central Registry background check are requirements for employment.

Essential Functions

• Provides complex administrative services of a specialized nature to a department, division, or program within Pima County;
• Negotiates and establishes Intergovernmental Agreements (IGA), contracts and other obligatory agreements and monitors compliance;
• Prepares work unit budgets, oversees expenditures, performs cost and statistical analyses and prepares reports and recommendations;
• Performs research, prepares written reports and recommendations and informs management of issues, concerns and problems of specialized work unit;
• Provides information, status, and recommendations to department directors, division managers and professional staff regarding area of assignment and responds to public inquiries interpreting work unit and county policies and procedures;
• Ensures work unit policies, procedures and activities comply with applicable federal/state statutes and regulations and county policy;
• Oversees internal services such as accounting, payroll, personnel, management information services and/or purchasing;
• Represents work unit at various meetings, conferences, or on committees and provides specialized expertise related to area of assignment;
• Develops, maintains and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes.

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 AND one year of professional experience in public or business administration. (Relevant experience and/or education from an accredited college or university may be substituted.) OR: One year with Pima County as an Administrative Specialist I 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 two (2) years experience managing high-volume phone and in‑person traffic, while maintaining professionalism, accuracy, and customer service, in a fast‑paced setting providing support in a social service, housing assistance, or community resource center environment.
• Minimum two (2) years experience using Microsoft Office Suite, scheduling platforms (Teamup or Squarespace/Acuity), ERP systems (Workday), and client‑tracking systems (ESN).
• Minimum two (2) years experience handling purchasing cards (PCard), supply ordering, and reconciling transactions accurately.
• Minimum two (2) years experience creating, updating, and formatting policies, forms, sign‑in sheets, resource materials, and other official documents.
• Minimum one (1) year experience working with vulnerable populations, including individuals facing housing instability or financial hardship.
• Bilingual (English/Spanish - speaking, reading, writing).

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.

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.

Physical/Sensory Requirements

Physical and sensory abilities will be determined by position.

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. 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. One of the key advantages of working for Pima County is its comprehensive benefits package. 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.