5754 - Administrative Specialist I

Salary: $20.10 - $27.14 Hourly

Location : Tucson, AZ

Job Type: Full Time

Job Number: 2024-01830

Department: Regional Wastewater Reclamation

Division: WW DEP DIR TREAT

Opening Date: 11/22/2024

Closing Date: Continuous

FLSA: Non-Exempt

Position Description

OPEN UNTIL FILLED

Salary Grade: 6

Pay Range
Hiring Range: $20.10 - $23.62 Per Hour
Full Range: $20.10 - $27.14 Per Hour

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

The Administrative Specialist I plays a key role in supporting managers and staff by handling a variety of tasks, including generating reports, processing work orders and service requests, compiling statistical data, and creating/maintaining databases and spreadsheets. A successful Administrative Specialist I will take on new duties and be an essential part of an established team to meet or exceed deadlines and goals within the Treatment Division. This position offers a flexible great schedule of Monday-Friday 6:00 am-2:30 pm!

Our Vision:
To be an industry leader in the management and sustainability of the water reclamation cycle and other renewable resources.

Our Mission:
To protect the public health, safety, and the environment by providing quality service, environmental stewardship, and renewable resources.

The first review of applications will be on 12/06/2024.
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 department's need and will be communicated to the applicant or incumbent by the supervisor.

• 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

(1) Bachelor's Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined by the department head at the time of recruitment.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

(2) One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, 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.):

1. Minimum two (2) years experience with Microsoft Office (Word, Excel, Outlook, and PowerPoint).
2. Minimum two (2) years experience creating, updating, and receiving work orders/service requests, and purchase orders.
3. Minimum two (2) years experience obtaining and researching, master agreements, equipment, or supply quotes for purchasing.
4. Experience/knowledge of Workday and Maximo systems or any purchasing or work order systems.
5. Minimum two (2) years of customer service experience and/or vendor experience.

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 applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired 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. Some positions require a valid Arizona Class D driver license at time of application or prior to completion of an initial or promotional probation period. Failure to obtain/maintain the required certification/licensures 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.

Physical/Sensory Requirements: Physical and sensory abilities 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.

Pima County provides access to high-quality, affordable healthcare for eligible employees and has an award-winning wellness program. Our plan is designed to ensure a high level of coverage and financial protection. Read more about our benefits program by