Administrative Assistant II - Sheriff's Dept.

Pima County•Tucson, AZ

1d•Onsite

About The Position

The Administrative Assistant II position supports department operations by handling 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, coordinating couriers, and operating office equipment like printers and digital communication tools. Oversees specialized tasks like drafting and formatting documents to improve operational efficiency. The Administrative Assistant II position differs from the Administrative Assistant I position due to a higher-level complexity of 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.
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.
Pre-employment background checks.
Post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.
Post-job offer physical and/or drug screen.

Nice To Haves

Minimum two (2) years experience with Microsoft Office Suite, navigating database systems, and performing accurate data entry.
Experience in handling financial transactions with a point-of-sale system.
Experience with professional written and verbal communication in a customer service setting.
Experience with/knowledge of collaborating on and completing multiple job assignments concurrently.
Minimum one (1) year experience in an administrative law enforcement or court setting.
Experience in handling confidential and/or sensitive information.

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.