Administrative Assistant II - Health Department

Pima County•Tucson, AZ

3d•Onsite

About The Position

Pima County Health Department Vital Records Division has multiple positions open for an Administrative Assistant II. These positions support the department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. This role also 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. 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.) OR: One year with Pima County in an Administrative Assistant I position.
Valid driver license is at time of application. Valid AZ driver license is 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.
Some positions require a valid Arizona Class D driver license at time of application or appointment.
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.
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.
Bending
Grasping
Speaking in person and on the phone

Nice To Haves

Possesses a current State of Arizona Level 1 Fingerprint Clearance card.
Records management or record handling experience.
Experience multitasking in a fast-paced environment.
Experience working independently or unsupervised.
Experience with Arizona State Rules, Statutes and Policies.
Bilingual (English/Spanish).

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.