Administrative Specialist I - Community & Workforce Development

Pima County•Tucson, AZ

About The Position

Community & Workforce Development is recruiting an Administrative Specialist I for its Operations Team. The department serves at least 30,000 individuals annually and is funded by federal, state, and local grants, as well as the County general fund. This position provides administrative and fiscal support to the Operations Team, assists with daily financial and procurement operations, and helps ensure accuracy and compliance with established policies and procedures. Employment requires a Level One Fingerprint Clearance Card, a Criminal History Self Disclosure Affidavit, and a Central Registry background check. Some positions may require Arizona notary certification or a valid Arizona Class D driver license, as specified at appointment or during the initial/promotional probation period. Pre-employment screening includes verification of work history, education, and criminal conviction history. A prior conviction does not automatically disqualify a candidate.

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; relevant experience and/or education from an accredited college or university may be substituted.
Alternatively, one year with Pima County as an Administrative Assistant III or in a closely related professional administrative classification.
Clearly document qualifying education and experience in the Education and Work Experience sections of the application; a resume cannot replace the application.
Employment requires a Level One Fingerprint Clearance Card, a Criminal History Self Disclosure Affidavit, and a Central Registry background check.
Some positions may require certification as a Notary Public by the State of Arizona at appointment or before completion of initial/promotional probation.
Some positions require a valid Arizona Class D driver license at application or appointment; required licensure must be maintained.

Nice To Haves

Associate’s degree in accounting, finance, business administration, public administration, or a related field.
At least two years of experience providing administrative support in fiscal, accounting, budgetary, or human resources functions.
At least two years of experience processing financial transactions such as invoices, purchase orders, reimbursements, or contracts.
At least two years of experience in a government setting and familiarity with public-sector fiscal policies, procurement rules, and human resources concepts.
Experience prioritizing multiple tasks, staying organized, and meeting deadlines.

Responsibilities

Coordinate unit activities with other departmental sections, County departments, and outside agencies, and coordinate support activities such as personnel, purchasing, payroll, or program-specific functions.
Respond to public and staff inquiries, provide information or resolve problems involving departmental or program rules and policies, or refer questions to appropriate staff.
Represent the unit or department on committees and working groups and, when authorized, commit unit or department support to issues.
Coordinate, schedule, and organize unit, program, or departmental calendars and meetings.
Lead and participate in preparing and processing accounting documents, including requisitions, purchase orders, claims, and fund transfers.
Create, maintain, or direct the maintenance of specialized databases; enter and retrieve data and produce complex computer-based reports.
Coordinate and monitor standard departmental intergovernmental agreements, contracts, and other agreements with agencies, contractors, and service providers.
Research, compile, and initially analyze information; prepare routine, recurring, and special reports, correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisory review and approval.
Compile and summarize statistical and operational data and prepare periodic and special reports.
Compile information for unit budget preparation, monitor miscellaneous expenditures, and report program budget activities to a supervisor.
Conduct and document confidential or sensitive inquiries for management and protect the security and confidentiality of information encountered or created.
Establish and maintain specialized reference files and materials.