Administrative Specialist I - Justice Services

Pima County • Tucson, AZ

14h • $21 - $29

About The Position

The Administrative Specialist I supports the Department of Justice Services by providing comprehensive administrative assistance and project coordination, with a focus on the Transition Center and other departmental initiatives. This role manages a variety of administrative duties, including preparing correspondence, scheduling, and record-keeping, while also contributing to community engagement and development. They will collaborate closely with staff across the department to ensure the successful implementation of programs and projects, assists senior leadership in strategic planning, and serves as a key resource for the smooth operation of Justice Services.

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.

Nice To Haves

• Minimum three (3) years experience in administrative support and project coordination, preferably within government, justice services, or community-based programs.
• Experience with/knowledge of drafting clear, professional correspondence, reports, and policy documents for internal use and executive leadership.
• Experience managing multiple priorities, maintaining accurate records, and supporting strategic planning efforts with minimal supervision.
• Experience communicating and collaborating across departments while engaging community stakeholders to support program implementation.

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
• Education Level: Associate degree