Administrative Specialist I - Victim Services - County Attorney

Pima County•Tucson, AZ

6d•Onsite

About The Position

The Pima County Attorney's Office is currently hiring an Administrative Specialist I in the Victim Services Division. In this position, you will perform detailed and complex paraprofessional administrative support to a department or specialized program. This position is distinguished from Administrative Assistant III by performing more complex work with a greater degree of autonomy and, depending upon area of assignment, exercising supervision of staff. This is also distinguished from Administrative Specialist II, which performs professional-level administrative services requiring the application of theoretical knowledge and expertise to specialized areas of assignment. This is a grant-funded position ending September 2027.

Requirements

Associate’s degree from an accredited college or university in 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.)
One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.
Valid driver license at time of application.
Valid AZ driver license 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.
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.
Pre-employment background checks.
Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.
Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems.
This position will require a post-job offer physical and/or drug screen.

Nice To Haves

Minimum six (6) months experience researching, processing, and verifying administrative documentation.
Minimum six (6) months experience analyzing data and preparing reports and/or specialized documents.
Minimum six (6) months customer service experience, including responding to inquiries by phone, email, and in person.
Experience with Microsoft Office Suite, particularly Excel.

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.