Administrative Assistant II - Clerk of the Board

Pima County • Tucson, AZ

1d • Onsite

About The Position

This position serves as the receptionist for the Clerk of the Board's Office, handling public inquiries, routing calls, and streamlining communication and administrative processes. The role involves data entry, updating digital records, and maintaining organized electronic files. It also includes clerical tasks such as managing mail, conference room reservations, courier services, and operating office equipment like printers and digital communication tools. This is a classification in the unclassified service and is exempt from the Merit System Rules.

Requirements

• 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.)
• One year with Pima County in an Administrative Assistant I position.

Nice To Haves

• Experience with/knowledge of Microsoft Office Suite (Word, Excel and Outlook).
• Experience with/knowledge of calendar management and scheduling.
• Experience with/knowledge of multi-line switchboards.

Responsibilities

• 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.

Benefits

• 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.
• 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.
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed