Administrative Assistant II - Health Department

Pima County•Tucson, AZ

About The Position

The Pima County Health Department is seeking a highly organized, professional, and motivated Administrative Assistant II to support daily operations, coordinate administrative functions, and ensure effective communication within the department and with community partners. The position provides advanced administrative support in a fast-paced environment, coordinating office workflows, maintaining records and reports, assisting with scheduling, and supporting leadership and program staff. The ideal candidate is dependable, collaborative, attentive to detail, able to manage multiple priorities, and committed to high-quality customer service and public health initiatives. Work assignments may vary according to departmental needs and will be communicated by the supervisor. The classification’s illustrative duties include responding to public and staff inquiries; managing calls and routine correspondence; reviewing documents and entering or retrieving data; maintaining files and reports; processing payments and fees; operating office equipment; preparing and editing documents; scheduling meetings and appointments; training staff in office procedures; and assigning and reviewing routine clerical work. The minimum qualification is two years of experience performing secretarial or administrative tasks supporting a department, specialized program, or small business; relevant education from an accredited college or university may be substituted. Alternatively, one year of service with Pima County as an Administrative Assistant I qualifies. A valid driver license is required at application, and a valid Arizona driver license is required at appointment. The successful applicant is subject to review of their driving record and may be required to complete a background investigation. Post-offer proof of immunization and/or TB screening is required; vaccination or the ability to become fully vaccinated by the start date may also be required.

Requirements

Two years of experience performing secretarial or administrative tasks supporting a department, specialized program, or small business; relevant education and/or experience from an accredited college or university may be substituted.
Alternatively, one year of experience with Pima County in an Administrative Assistant I position.
Qualifying education and experience must be documented in the Education and Work Experience sections of the application.
Valid driver license at the time of application.
Valid Arizona driver license at the time of appointment.
Satisfactory driving-record review and approval to operate County vehicles, where applicable.
Post-offer proof of required immunization(s) and/or TB screening; vaccination or ability to become fully vaccinated by the start date may be required.
Successful completion of required pre-employment background screening.

Nice To Haves

At least three years of administrative or office-support experience in a healthcare, public health, or government setting.
Bilingual English and Spanish.
Experience with or knowledge of Microsoft Office Suite, electronic health record systems, and other database or scheduling platforms.

Responsibilities

Respond to public and staff inquiries by providing general information about departmental or program activities.
Answer single- and multi-line telephones, route calls, relay messages, request information, and resolve routine problems in person, by phone, or through correspondence.
Check documents for completeness and accuracy and issue licenses and permits.
Type, word-process, edit, and transcribe correspondence, reports, forms, contracts, requisitions, claims, and other documents.
Code, confirm, enter, update, retrieve, and verify data in automated systems; correct records and print reports as needed.
Establish and maintain filing systems, retrieve documents, and research physical and automated records.
Copy and distribute materials and act as key operator for the copy machine.
Read, screen, and direct mail and compose answers to routine correspondence.
Calculate fees, record payments, and balance routine accounts.
Operate office equipment, including computers, fax machines, photocopiers, and calculators.
Prepare charts, graphs, and tables using moderately complex word-processing activities.
Schedule and arrange meetings, conferences, interviews, and other appointments.
Train staff in office procedures and clerical activities.
Assign and review the work of staff performing typing, filing, and other routine clerical activities.
Support daily department operations, coordinate administrative functions and office workflows, maintain records and reports, and assist leadership and program staff.