Administrative Specialist I - Treatment Division

Pima County • Tucson, AZ

6d • $21 - $29

About The Position

The Administrative Specialist I plays a key role in supporting managers and staff by handling a variety of tasks, including generating reports, purchasing, and ITD requests, compiling statistical data, and creating/maintaining databases and spreadsheets. As a successful Administrative Specialist I, you will take on new duties and be an essential part of an established team to meet or exceed deadlines and goals within the Treatment Division. This position is Monday thru Friday, 7:30 a.m. - 4:00 p.m.

Requirements

• Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined 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, Administrative Assistant Supervisor, 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 in Workday or similar purchasing system.
• Minimum one (1) year experience in Maximo or similar Work Order system.
• Minimum five (5) years experience with Microsoft Office Suite.
• Minimum five (5) years of customer service experience.
• Minimum two (2) years experience in reading, writing, and interpreting business correspondence.

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