Administrative Specialist I - Transportation

Pima County • Tucson, AZ

1d • $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.

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.
• Valid driver license is required at time of application.
• Valid AZ driver license is required at time of appointment.

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.

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: Associate degree
• Number of Employees: 1,001-5,000 employees