Administrative Specialist I - Transportation

Pima County•Tucson, AZ

13h•$21 - $29

About The Position

This is a great opportunity to become an integral part of the Transportation Support Services Team. We are looking for a motivated individual who is passionate about their job duties and has the ability to multi-task. Responsibilities of the position include ordering and tracking software, processing delivery orders in Maximo, receiving warehouse inventory items in Maximo and monitoring procurement contracts. 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.

Requirements

Associate’s Degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment. (Relevant experience and/or education from an accredited college or university may be substituted.)
OR: One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.
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.
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.
Some positions may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial/promotional probation.
Failure to maintain the required licensure shall be grounds for termination.

Nice To Haves

Minimum two (2) years experience maintaining a due-date tracking system ensuring expirations and renewal deadlines are monitored and met using Excel or another database.
Minimum two (2) years experience processing delivery orders in Maximo or other similar financial management program.
Experience with/knowledge of receiving warehouse inventory items in Maximo or other work management program.
Minimum one (1) year experience processing and monitoring procurement contract documents.

Responsibilities

Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program specific functions
Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff
Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues
Coordinates, schedules and organizes unit, program, or departmental calendars and meetings
Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers
Creates, maintains, and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports
Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors and service providers
Researches, compiles and performs initial analysis of information, and prepares routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval
Compiles and summarizes statistical and operational data, and prepares periodic and special reports
Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities
Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created
Establishes and maintains specialized reference files and reference materials.