Administrative Specialist I - Development Services

Pima County•Tucson, AZ

12h•$21 - $29

About The Position

Join our team and help serve the community! The Development Services Department is seeking a customer-focused and detail-oriented individual to fill an Administrative Specialist I position within the Building Safety Division. The Building Safety Division is seeking a qualified, customer service-oriented individual to perform a variety of administrative and clerical duties in support of departmental operations. This position serves as a primary point of contact for the public, contractors, and staff. Under general supervision, this position provides front counter and telephone support by responding to inquiries related to permits, inspections, and departmental processes. Responsibilities include answering and directing calls, greeting visitors, and providing accurate information regarding procedures, requirements, and services while maintaining a high standard of customer service. The position supports daily operations by scheduling inspections and appointments. This role is essential to maintaining efficient front-office operations and delivering accurate, timely service to the public. The Administrative Specialist I performs a variety of administrative and customer service duties in support of departmental operations. Serves as a primary point of contact by answering and routing telephone calls, assisting walk-in customers, and providing information regarding permits, inspections, and related processes. Provides front counter support to the public, contractors, and staff, and explains applicable policies, procedures, and application requirements. Coordinates and schedules inspections, appointments, and meetings; maintains departmental calendars. Performs data entry and maintains accurate electronic and paper records, including permits and related documentation. Prepares routine correspondence, reports, and forms, and assists with tracking and processing departmental records and workflows. Researches and responds to routine inquiries and refers complex issues to appropriate staff. Maintains confidentiality of sensitive information and ensures compliance with applicable policies and procedures. Performs other duties as assigned. We are seeking candidates who demonstrate strong customer service and communication skills, with the ability to professionally manage high call volumes and public inquiries. The ideal candidate is knowledgeable in standard office practices and record-keeping methods, highly organized, detail-oriented, and capable of prioritizing multiple tasks in a fast-paced environment. Familiarity with or the ability to quickly learn permitting systems, building processes, and related terminology is essential, along with proficiency in standard office software and data entry systems. If you have strong communication skills, a positive attitude, and the ability to manage multiple tasks in a fast-paced environment, we encourage you to apply. We look forward to welcoming you to our team!

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.
Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Nice To Haves

Additional post-secondary coursework in office administration, construction, or a related field.
Minimum one (1) year experience in administrative, clerical, or customer service roles within a construction-related field.
Experience with/knowledge of working in the construction, building, or development field, including building processes, terminology, or permitting concepts.
Minimum one (1) year experience answering high-volume phone systems and front counter/customer-facing environments.
Minimum one (1) year experience using Microsoft Office Suite (Outlook, Excel, Teams).
Minimum one (1) year experience with data entry and recordkeeping.

Responsibilities

Serves as a primary point of contact by answering and routing telephone calls, assisting walk-in customers, and providing information regarding permits, inspections, and related processes.
Provides front counter support to the public, contractors, and staff, and explains applicable policies, procedures, and application requirements.
Coordinates and schedules inspections, appointments, and meetings; maintains departmental calendars.
Performs data entry and maintains accurate electronic and paper records, including permits and related documentation.
Prepares routine correspondence, reports, and forms, and assists with tracking and processing departmental records and workflows.
Researches and responds to routine inquiries and refers complex issues to appropriate staff.
Maintains confidentiality of sensitive information and ensures compliance with applicable policies and procedures.
Performs other duties as assigned.
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.