Administrative Specialist I - RWRD

Pima County • Tucson, AZ

14h • $21 - $28

About The Position

The Administrative Specialist plays a vital role in assisting managers and staff with reports, work orders, and service requests, formulating statistical reports, and creating/maintaining databases and spreadsheets. An effective Administrative Specialist will be willing to take on new duties and be an essential part of an established team to meet or exceed deadlines and goals within the Conveyance Division.

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 a 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 three (3) years direct customer service experience, with preference given to applicants with dispatch experience utilizing a two-way radio system.
• Minimum two (2) years direct experience in data entry and research utilizing Infor Public Sector (IPS) and/or Maximo maintenance management software.
• Minimum two (2) years experience working within Workday and/or AMS (Advantage) financial software, with an emphasis on purchase orders (PO), receiving (RC), and requisition (RQ's) for purchasing or procurement activities.

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 the 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: 5,001-10,000 employees