Administrative Specialist II - Conservation Lands & Resources

Pima County; Tucson (AZ); On-site; USD 50,000 - 68,000; Full time

Job summary

Pima County's Conservation Lands & Resources department in Tucson seeks an Administrative Specialist II to provide advanced administrative support, coordinate invoices and payments, maintain records, and prepare correspondence for executive leadership.

The role emphasizes scheduling, minutes, data management, and ensuring compliance with county policies, with the possibility of leading special projects and guiding staff through procedures.

Qualifications

• Associate’s degree in public or business administration is required and one year of professional experience in public or business administration.
• Preferred three years in admin support and project coordination.
• Experience with drafting professional correspondence and policy documents.

Responsibilities

• Provides complex administrative services to a department or program.
• Negotiates and monitors IGAs, contracts and other agreements.
• Prepares unit budgets and analyzes expenditures and reporting.
• Performs research and prepares written reports for management.
• Communicates policies and procedures to directors and staff.
• Ensures compliance with federal/state statutes and county policy.
• Oversees accounting, payroll, personnel, MIS and purchasing.
• Represents unit at meetings and committees; provides specialized expertise.
• Develops and manages databases for reporting.

Skills

Microsoft Office

Project coordination

Customer service

Executive support

Education

Associate’s degree in public/business administration

One year with Pima County as Administrative Specialist I

Tools

IGAs / Contracts

Job description

Job Description Summary

Department - Conservation Lands & Resources

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.

Pima County Conservation Lands & Resources is seeking an Administrative Specialist II to provide professional administrative support to the Department. In this role, you will collaborate with staff to ensure the efficient implementation of programs and projects and assist the Director and Executive Leadership Team in maintaining efficient workflows and effective communication. The successful candidate will process payments and invoices; manage record retention needs; coordinate correspondence, including emails, memos, and letters; respond to public inquiries; maintain tracking tools and processes; guide staff and managers through procedures; schedule meetings and prepare minutes; and perform other duties as assigned. Additionally, the Administrative Specialist II may require independently completing or coordinating special projects.

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.

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

• Minimum three (3) years experience in administrative support and project coordination, preferably within government, public service, or community-based programs.
• Minimum three (3) years experience in Microsoft Office Suite (Excel, Word, and Teams).
• Minimum three (3) years experience in reception desk and/or office management, event planning, and customer service.
• Minimum one (1) year experience providing administrative support for an executive level office or leader.
• Experience with/knowledge of drafting clear, professional correspondence, reports, and policy documents for internal use and executive leadership.
• Experience managing multiple priorities, maintaining accurate records, and supporting strategic planning efforts with minimal supervision.

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. 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 requirements will be determined by position. Action Activity - bending, reaching, and stooping; Motion Activity - simple and firm grasping; Hearing Activity - none; Speaking Activity - in person and on the phone; Vision - operate a motor vehicle, distinguish colors.

Working Conditions: Working conditions will be determined by 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.