Department Personnel Specialist - Community & Workforce Development

Pima County; Tucson (AZ); On-site; USD 29,000 - 39,000; Full time

Job summary

Pima County's Community & Workforce Development seeks a Department Personnel Representative to provide administrative and fiscal support to the operations team. The role handles onboarding, requisitions, interview scheduling, and confidential personnel files, working with vulnerable populations and maintaining compliance.

Requirements include an Associate’s degree or two years of related county experience. Notary and fingerprint clearances may be required.

Qualifications

• Associate degree in human resources, public administration, business administration, or closely related field or equivalent experience.
• Two years of Administrative Assistant III or similar county experience may substitute for the degree.

Responsibilities

• Facilitates communication and coordination among departmental sections and external agencies for personnel-related activities.
• Reviews and verifies personnel documentation and initiates appropriate actions.
• Responds to inquiries from the public and staff regarding policies and directs questions to the right personnel.

Skills

Communication

Coordination

Data entry

Scheduling

Interviews

Education

Associate degree in HR or related field

Two years Administrative Assistant III experience

Tools

Payroll systems

Job description

Job Description Summary

Job Type: Classified

Job Classification: 5816 - Department Personnel Specialist

Salary Grade: 5

Pay Range Hiring Range: $20.72 - $24.34 Per Hour

Pay Range: $20.72 - $27.97 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.

Community & Workforce Development (CWD) provides services to at least 30,000 individuals a year. It is funded with multiple federal, state and local grants as well as the county general fund.

CWD is recruiting to fill the position of Department Personnel Representative, which is part of the CWD Operations Team.

The position duties include providing administrative and fiscal support to the operations team, including creating and monitoring requisitions, onboarding and processing new hires, scheduling and monitoring interviews, and maintaining confidential personnel files.

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

• Facilitates communication and coordination among departmental sections, other County departments, and external agencies for personnel-related activities, including personnel, purchasing, payroll, and specific programs
• Reviews and verifies personnel documentation and initiates appropriate actions as needed
• Responds to inquiries from the public and staff, providing information or resolving issues related to County, departmental, or program policies, or directing questions to the appropriate personnel
• Represents the personnel division in various committees and working groups and may take minutes and distribute them as required
• Coordinates and organizes calendars, appointments, and meetings for the personnel division and its programs
• Maintains specialized personnel databases, ensuring accurate data entry and retrieval, and generates reports as needed
• Monitors and manages standard personnel agreements, contracts, and other compliance documents
• Conducts research and prepares routine correspondence, memoranda, personnel forms, operational manuals, and other documentation for supervisor review
• Compiles and analyzes statistical and operational data to produce periodic and special reports
• Conducts and documents confidential inquiries for management while maintaining the security and confidentiality of sensitive information
• Assists in budget preparation for the personnel division, tracking expenditures and reporting on budget activities to the supervisor
• Arranges travel for personnel staff and prepares the necessary travel documentation for approval

Minimum Qualifications

• Associate’s degree from an accredited college or university with a major in human resources, public administration, business administration, 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: Two years of experience with Pima County in an Administrative Assistant III or closely related position as determined by the department head at the time of recruitment.

Preferred Qualifications

• Associate’s degree in accounting, finance, business administration, public administration, or a related field.
• Minimum one (1) year experience providing administrative support in personnel administration, human resources, office administration, or related area.
• Minimum two (2) years experience coordinating personnel processes such as recruitment, onboarding, employee records, position changes, leave tracking, and separations.
• Minimum two (2) years experience working in a government setting and familiarity with public‑sector fiscal policies, procurement rules, and human resources concepts.
• Experience prioritizing multiple tasks while staying organized within deadlines.

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

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

Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. 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

• Action Activity - none
• Motion Activity - simple and firm grasping and fine movement
• Hearing Activity - none
• Speaking Activity - in person and on the phone
• Vision - operate a motor vehicle, distinguish colors, have depth perception and have peripheral vision.

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.

More Than a Job. A Place to Grow.

What if your next job could help you build a career while being part of something bigger? At Pima County, you’ll find meaningful work, room to grow and a team committed to serving the place we call home.

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.