Administrative Assistant III - Sheriff's Department

Pima County • Tucson, AZ

20h

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 III position differs from the Administrative Assistant II position due to a higher-level complexity of duties.

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 two (2) years administrative experience in a law enforcement 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

• 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