Administrative Assistant III - Director

Pima County • Tucson, AZ

18h • $19 - $26

About The Position

This position provides professional administrative support to the Director’s Office of the Pima County Health Department. The role involves working closely with the Director’s Office staff to assist the Director and senior leadership in maintaining efficient operations and effective communication. The selected candidate will coordinate correspondence, including emails, memos, and letters; respond to inquiries; manage sensitive communications; develop and maintain tracking tools and processes; collaborate with staff and managers to guide procedures; schedule meetings and prepare minutes; and perform other duties as assigned. The position also requires the ability to independently complete or coordinate special projects as needed.

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.
• 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.

Nice To Haves

• Minimum one (1) year experience providing administrative support for an executive level office or leader.
• Minimum one (1) year experience using Microsoft Office Suite including Excel, Word, Power Point, Outlook, and Teams.
• Minimum one (1) year experience with organization and time management skills.
• Minimum one (1) year experience working with confidential information in a professional setting.

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

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed