Administrative Assistant II - Clerk of the Board

Pima County•Tucson, AZ

4d•$17 - $23

About The Position

This position's primary task is the receptionist for the Board of Supervisors Office and handles public inquiries, routing calls, and streamlining communication and administrative processes. Manages data entry, updates digital records, and maintains organized electronic files for easy access. Handles clerical tasks such as managing mail and conference room reservations, courier, and operating office equipment, i.e. printers and digital communication tools. This is a classification in the unclassified service and is exempt from the Merit System Rules. 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. 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.

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.)
OR: 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 substitute a resume for your application or write "see resume" on your application.

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

Pima County stands out as an exceptional workplace, offering a supportive environment that fosters professional growth and personal satisfaction.
As one of the largest employers in the region, Pima County prioritizes its commitment to creating a diverse and inclusive workplace, recognizing the unique contributions of each employee.
Embracing innovation and collaboration, Pima County provides multiple opportunities in which individuals can make a meaningful impact on their community.
One of the key advantages of working for Pima County is its comprehensive benefits package.
Employees enjoy competitive salaries, generous health insurance coverage, and retirement plans that contribute to long-term financial security.
Pima County recognizes the importance of a healthy work-life balance, offering flexible work schedules, a generous family leave policy and wellness programs that prioritize employee well-being.
Furthermore, Pima County takes pride in fostering a culture of continuous learning and development.
Employees benefit from opportunities for professional advancement through training programs, workshops, and educational reimbursement programs.
In addition, a County-wide employee recognition program rewards employees who exemplify the County values of being accountable, respectful and ethical as well as providing great customer service.
By joining Pima County, individuals become part of a dedicated team working towards a common goal: enhancing the quality of life for residents and building a vibrant future.
Pima County is not just an employer; it's a community that values its employees, encourages their growth, and invests in their success.