5896 - Administrative Assistant II (Front Desk Administration)

This job was posted by : For more information, please see: Pay Range: Hiring Range: $16.54 - $19.43 Per Hour Full Range: $16.54 - $22.33 Per Hour Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification. This position is within the Administration Division of Facilities Management.Primary responsibilities involve covering general administrative duties for the department, including front desk reception (non-public), responding to phone inquiries from Pima County employees with maintenance issues, and screening work orders.Other main responsibilities may include managing department mobile phones, push-to-talk devices, related data, billings, and accounts. Familiarity with smartphones is a must (setting up new phones, data transfers, downloading apps, etc.). Duties/Responsibilities As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the departments need and will be communicated to the applicant or incumbent by the supervisor. Responds to public and staff by providing general information pertaining to departmental or program activities; Answers single- and multi-line telephones, routes calls and relays messages; Resolves routine problems in person, by phone and through correspondence with complainant; Requests specific information by telephone; Checks documents for completeness and accuracy and issues licenses and permits; Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims; Edits documents for grammar, punctuation, spelling and format; Codes, confirms, enters, updates, and retrieves data using automated filing systems; Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports; Establishes and maintains filing systems and retrieves documents from files as required; Researches document files and automated records for specific information; Copies and distributes materials and acts as key operator for copy machine; Reads, screens and directs mail and composes answers to routine correspondence; Calculates fees, records payments and balances routine accounts; Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators; Performing moderately complex word processing activities such as preparation of charts, graphs and tables; Transcribing a variety of correspondence, reports and documents from dictating equipment; Scheduling and arranging meetings, conferences, interviews and other appointments; Training other staff members in office procedures and clerical activities; Assigning and reviewing the work of staff performing typing, filing and other routine clerical activities. Minimum Qualifications (1) Two (2) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business. (Relevant experience and/or education from an accredited college or university may be substituted.) OR: (2) One year with Pima County in an Administrative Assistant I position. Qualifying education and experience must be clearly documented in the 'Education' and 'Work Experience' sections of the application. Do not substit te 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 five(5) years customer service work experience in an administrativenature. Minimum two (2) years work experience using Microsoft Office Suite (Excel, Word and Outlook). Minimum one (1)year work experience supporting, coordinating, or reconciling departmental functions such as employee timecards, employee training records, purchasing card use, and/or employee mobile phones and related accounts. Experience with smartphones (setting up new phones, datatransfers, downloading apps, etc.). Experienceworking in a fast-paced environment. Selection Procedure: Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applicatio