Administrative Assistant II - CHFS

Pima County • Tucson, AZ

9h • Onsite

About The Position

This 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.
• 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.
• 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.
• Failure to obtain and maintain the required licenses and certifications shall be grounds for termination.
• Any offer of employment resulting from this recruitment is contingent upon Fleet Services’ review and approval of the candidate’s driving record.
• Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to maintain the required licensure shall be grounds for termination.
• The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.
• A prior criminal conviction will not automatically disqualify a candidate from employment with the County.
• Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems.
• This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening.
• Physical and sensory abilities will be determined by position. Action Activity - bending; Motion Activity - grasping; Hearing Activity - none that are essential; Speaking Activity - in person and on the phone.

Nice To Haves

• Minimum six (6) months experience in customer service within the last year.
• Minimum six (6) months experience handling money within the last year.
• Minimum six (6) months experience with telephone reception/operator within the last year.
• Minimum six (6) months experience with data entry within the last year.
• Bilingual (English/Spanish).

Responsibilities

• Provides detailed information in response to queries concerning CHFS operations over the phone, at the service counter, via email or through the mail. Questions specific to food, vector, lodging, pool/spa, mobile home parks or delinquent accounts.
• Uses effective communication to answer questions from the public, businesses, and other agencies about CHFS policies and procedures to obtain required permitting, fees and the inspection process.
• Responds to public information requests and other research.
• Multi-task and fast paced position that involves taking initiative, answering phones, helping clients at service window, and assisting Environmental Health staff with permits and fee questions.
• Duties require attention to detail and accuracy to meet daily demands.
• Completes high cash transactions according to policies and procedures for processing claim demands, invoices, and financial documents using current county software.
• Utilizes specialized databases to produce routine, periodic and special reports.
• Enter data, compile and edit reports.
• Record and complete complaint forms.
• Bilingual capabilities strongly preferred for phone and in person client interactions.
• Coordinates unit activity with other departmental sections or divisions and with other County departments or outside agencies.
• Participates in Public Health emergency events, exercises and training, as required.
• Performs other tasks as assigned.
• 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

• competitive salaries
• generous health insurance coverage
• retirement plans
• flexible work schedules
• generous family leave policy
• wellness programs
• opportunities for professional advancement through training programs, workshops, and educational reimbursement programs
• County-wide employee recognition program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees