Administrative Specialist I - Community & Workforce Development

Pima County•Tucson, AZ

7d•$22 - $29

About The Position

The Administrative Specialist I is part of the Community & Workforce Development (CWD) Operations Team. CWD provides services to at least 30,000 individuals annually and is funded through multiple federal, state, and local grants as well as the County general fund. The position provides administrative and fiscal support to the operations team, assists with daily financial and procurement operations, and ensures accuracy and compliance with established policies and procedures. The role may coordinate departmental support activities, respond to public and staff inquiries, organize calendars and meetings, and assist with accounting documentation, databases, agreements, reports, budgets, and reference materials. Work assignments may vary according to departmental needs and will be communicated by a supervisor. CWD works with vulnerable populations and minors. Employment requires a Level One Fingerprint Clearance Card, a Criminal History Self Disclosure Affidavit, and a Central Registry background check. The County also conducts pre-employment background screening, including verification of work history, education, and criminal conviction history.

Requirements

Associate’s degree from an accredited college or university in public administration, business administration, management, or a closely related field determined by the department head; relevant experience and/or accredited college education 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 application’s Education and Work Experience sections; a resume cannot substitute for the application.
A Level One Fingerprint Clearance Card, Criminal History Self Disclosure Affidavit, and Central Registry background check are required for employment.
Some positions may require Arizona Notary Public certification at appointment or before completion of initial/promotional probation.
Some positions require a valid Arizona Class D driver license at application or appointment.

Nice To Haves

Associate’s degree in accounting, finance, business administration, public administration, or a related field.
At least two years of administrative support experience 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 and staying organized while meeting deadlines.

Responsibilities

Coordinate unit activities with departmental sections, County departments, and outside agencies, including 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, and refer questions as appropriate.
Represent the unit or department on committees and working groups and, when authorized, commit departmental support to issues.
Coordinate, schedule, and organize unit, program, or departmental calendars and meetings.
Lead and participate in preparing and processing accounting documentation, including requisitions, purchase orders, claims, and fund transfers.
Create, maintain, or direct maintenance of specialized databases; input 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 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 maintain the security and confidentiality of information encountered or created.
Establish and maintain specialized reference files and materials.