Administrative Assistant II - Health Department

Pima County•Tucson, AZ

16h•Onsite

About The Position

The Pima County Health Department is hiring an Administrative Assistant II within the Business Operations Division. This position provides specialized administrative support with an emphasis on coordinating employee travel and assisting with Public Records Requests. The role works closely with department staff to ensure travel arrangements, financial documentation, and public records processes are completed accurately, efficiently, and in accordance with County requirements. This position is responsible for coordinating hotel, airline, and conference reservations, serving as a department purchasing cardholder, preparing travel-related memos, and completing final travel reconciliations upon completion of travel. This role also creates payment documents in Workday, the County’s financial management system, and supports employees with various travel-related administrative needs. Additional responsibilities include public records requests by collaborating with department staff to gather responsive information, reviewing documents for content and completeness, and redacting records as appropriate. The role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities while providing responsive support to internal customers. If you are organized and have a good eye for detail, we are looking for you! This is a grant-funded position ending November 2027.

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.
Strong organizational skills.
Attention to detail.
Professionalism.
Ability to manage multiple priorities.
Ability to provide responsive support to internal customers.

Nice To Haves

Experience coordinating travel for a department, division, or group.
Experience working in Workday or other financial management system.
Experience with reviewing documents for content, editing skills, and/or redaction processes.
Experience with Microsoft Office Suite and Adobe Acrobat.

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.
Coordinating employee travel, including hotel, airline, and conference reservations.
Assisting with Public Records Requests by gathering information, reviewing documents, and redacting records.
Serving as a department purchasing cardholder.
Preparing travel-related memos and completing final travel reconciliations.
Creating payment documents in Workday.