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:
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.
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.)
- OR: 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 Proce dure : 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.
