Administrative Assistant II - Elections
About The Position
This position within the Pima County Elections Department plays a vital role in supporting department operations by addressing public inquiries, directing calls, and enhancing communication and administrative workflows. The role involves managing data entry, updating digital records, and maintaining well-organized electronic files for quick and easy access. Additionally, the incumbent handles clerical responsibilities such as processing mail, coordinating courier services, and operating office equipment, including printers and digital communication tools. The position also involves preparing and formatting documents to improve overall operational efficiency. The Administrative Assistant II position differs from the Administrative Assistant I position due to the higher level of complexity in its duties.
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 in Word, Excel, Outlook, and PowerPoint for document creation, data entry, and communication.
- Experience handling customer inquiries or working in a front-desk or call center environment.
- Experience with/knowledge of entering, updating, and retrieving data from digital systems.
- Experience with/knowledge of verifying documents for completeness and accuracy, and editing for grammar and formatting.
- Experience with/knowledge of organizing and maintaining physical and/or digital filing systems.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
