Administrative Assistant III - Adoptions Lead Eastside

Pima County • Tucson, AZ

9d • $19 - $26 • Onsite

About The Position

Pima Animal Care Center is excited to open its first eastside adoptions center! We are looking to hire an experienced administrative lead to assist the Outcomes Manager with onsite adoptions, administrative, and customer support. Unlike other administrative positions, you will also work directly with the animals on-site. Previous animal handling is a plus. Pima Animal Care Center is open 7 days a week. All positions require the availability to work mornings, evenings, weekends, and some holidays. Shift rotations are required.

Requirements

• Three (3) 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 II 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.
• 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.
• Completion of a rabies vaccination cycle is required within two (2) months of hire. Medical inability to be immunized or previous immunization must be verified by the County Physician prior to employment.
• Recommended boosters are required for the duration of employment, unless medically excused or physiologically unable to develop immunity.
• 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.

Nice To Haves

• Minimum six (6) months experience working in an animal shelter or other animal care setting.
• Minimum six (6) months experience working with animal adoptions.
• Minimum six (6) months working in a sales position.
• Minimum six (6) months handling dogs in a shelter or other retail environment.
• Bilingual (English/Spanish).

Responsibilities

• Answers general procedural questions from the public concerning specialized documents
• Provides detailed information in response to queries concerning unit operations
• Compiles information and prepares and types a variety of documents such as correspondence, reports, and specialized file data
• Reviews and sorts documents, creates new records, inputs and retrieves information using automated systems
• Prepares and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges
• Researches manual and automated systems to gather or verify data needed for processing activities
• Creates and maintains spreadsheets and databases using packaged software
• Assigns and reviews the work of staff performing typing, filing, and other routine clerical activities
• Operates various office equipment such as typewriters, computer terminals, and personal computers, facsimile machines, photocopiers, and calculators
• Processes claims, purchase orders, and contracts for payment to vendors and contractors, and verifies the accuracy of billing charges against ledgers, invoices, and contracts
• Establishes, posts, and maintains manual and automated bookkeeping systems
• Verifies fees for permits of services, receives payments, and issues receipts
• Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation
• Contacts debtors to collect accounts receivable and monitors payment arrangements
• Coordinating paperwork for the referral, admission, transfer, or discharge of patients from a hospital unit or clinic
• Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process
• Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services.

Benefits

• Employees enjoy competitive salaries, generous health insurance coverage, and retirement plans that contribute to long-term financial security.
• Pima County recognizes the importance of a healthy work-life balance, offering flexible work schedules, a generous family leave policy and wellness programs that prioritize employee well-being.
• Employees benefit from opportunities for professional advancement through training programs, workshops, and educational reimbursement programs.
• In addition, a County-wide employee recognition program rewards employees who exemplify the County values of being accountable, respectful and ethical as well as providing great customer service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees