Administrative Specialist I - Joel D. Valdez Main Library

Pima County•Tucson, AZ

7d•Hybrid

About The Position

Pima County Public Library is looking for an Administrative Specialist I to join their team to support financial functions throughout the department. This position provides essential administrative and financial support, including processing invoices, purchasing, maintaining financial records, tracking expenditures, data entry, and assisting with daily department operations. The ideal candidate is organized, detail-oriented, and enjoys working with numbers, records, and people. Join a team that helps support the financial operations of a dynamic library system serving 27 library locations. This position requires the ability to report to, and travel between, assigned library locations during the workday within a reasonable timeframe.

Requirements

Associate’s Degree from an accredited college or university in public administration, business administration, management, or a closely related field.
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.
Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application.

Nice To Haves

Minimum one (1) year experience using Workday Finance or a similar financial management system to enter, process, track, or maintain financial information.
Minimum one (1) year experience using Microsoft Word, Excel, Outlook, and Adobe Acrobat to prepare, maintain, organize, and communicate information.
Minimum one (1) year customer service experience providing assistance, responding to inquiries, resolving routine issues, communicating with customers, employees, or the public.
Minimum one (1) year experience handling cash, payments, receipts, or other financial transactions, including maintaining accurate records and reconciling transactions.
Minimum one (1) year experience working in a public-sector organization, library, or similar community-serving organization, performing administrative, financial, or operational support duties.

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.