Administrative Specialist I - Pima Animal Care Center

Pima County • Tucson, AZ

3d • Onsite

About The Position

Pima Animal Care Center (PACC) is looking to add a highly organized and detail oriented Administrative Specialist I to support our executive leadership team. In this role, you will provide daily financial and operational support through procurement, inventory, and reconciliation while maintaining strict compliance with Pima County rules, policies, and procedures. This role is the perfect opportunity for someone wanting to make an impact in animal welfare through administrative success.

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.)
• One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.
• 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.
• 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.
• The County requires 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.

Nice To Haves

• Minimum one (1) year experience working with budget and/or finance in a governmental environment.
• Minimum one (1) year experience working with purchasing, inventory, and/or account reconciliation.
• Experience with/knowledge of maintaining and building filing systems.
• Experience with/knowledge of contract development and administration.

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

• Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree