Administrative Specialist I

Job Description Summary Department - County Free Library Job Description Job Type: Classified 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 provides complex professional administrative support to a department or specialized program and is distinguished from Administrative Assistant III by performing more complex work with a greater degree of autonomy and, depending upon the area of assignment, exercising supervision of staff. This is also distinguished from Administrative Specialist II, which performs professional-level administrative services requiring the application of theoretical knowledge and expertise to specialized areas of assignment. Essential Functions : 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 : 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: 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.): Experience with/knowledge of written and verbal communication. Experience with/knowledge in customer service. Experience in office management and organizational skills. Experience with/knowledge of using Microsoft Office Excel. Experience in recruitment, employee relations, payroll, and/or HR policy. Experience with/knowledge of U.S. Equal Employment Opportunity Commission federal laws. Experience with HRIS (Human Resources Information Systems) such as Workday and/or other HR-related software. Experience with/knowledge of record-keeping and creating personnel-related documentation including experience handling confidential information. Experience with/knowledge of career development and performance appraisal processes. 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. 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: 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.