Administrative Assistant III - Adoptions Lead Eastside

Pima County, AZ•Tucson, AZ

61d•$19•Onsite

About The Position

OPEN UNTIL FILLED Job Type: Classified Job Classification: 5838 - Administrative Assistant III Salary Grade: 4 Hiring Pay: $18.89 The first review of applications will be on 11/7/2025. 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 onsite. 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. Essential Functions: As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department's need and will be communicated to the applicant or incumbent by the supervisor. 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 and 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 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.

Requirements

Three (3) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business.
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.

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 and 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 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.