Administrative Specialist II - Conservation Lands & Resources

Pima County • Tucson, AZ

2d • Onsite

About The Position

Pima County Conservation Lands & Resources is seeking an Administrative Specialist II to provide professional administrative support to the Department. In this role, you will collaborate with staff to ensure the efficient implementation of programs and projects and assist the Director and Executive Leadership Team in maintaining efficient workflows and effective communication. The successful candidate will process payments and invoices; manage record retention needs; coordinate correspondence, including emails, memos, and letters; respond to public inquiries; maintain tracking tools and processes; guide staff and managers through procedures; schedule meetings and prepare minutes; and perform other duties as assigned. Additionally, the Administrative Specialist II may require independently completing or coordinating special projects.

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 at the time of recruitment AND one year of professional experience in public or business administration.
• Relevant experience and/or education from an accredited college or university may be substituted.
• One year with Pima County as an Administrative Specialist I or closely related professional administrative classification.
• Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application.
• Valid driver license is required at the time of application.
• Valid AZ driver license is required at the time of appointment.
• The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures.
• Pre-employment background checks are required.
• Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history.

Nice To Haves

• Minimum three (3) years experience in administrative support and project coordination, preferably within government, public service, or community-based programs.
• Minimum three (3) years experience in Microsoft Office Suite (Excel, Word, and Teams).
• Minimum three (3) years experience in reception desk and/or office management, event planning, and customer service.
• Minimum one (1) year experience providing administrative support for an executive level office or leader.
• 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.

Responsibilities

• Provides complex administrative services of a specialized nature to a department, division, or program within Pima County
• Negotiates and establishes Intergovernmental Agreements (IGA), contracts and other obligatory agreements and monitors compliance
• Prepares work unit budgets, oversees expenditures, performs cost and statistical analyses and prepares reports and recommendations
• Performs research, prepares written reports and recommendations and informs management of issues, concerns and problems of specialized work unit
• Provides information, status, and recommendations to department directors, division managers and professional staff regarding area of assignment and responds to public inquiries interpreting work unit and county policies and procedures
• Ensures work unit policies, procedures and activities comply with applicable federal/state statutes and regulations and county policy
• Oversees internal services such as accounting, payroll, personnel, management information services and/or purchasing
• Represents work unit at various meetings, conferences, or on committees and provides specialized expertise related to area of assignment
• Develops, maintains and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes
• Process payments and invoices
• Manage record retention needs
• Coordinate correspondence, including emails, memos, and letters
• Respond to public inquiries
• Maintain tracking tools and processes
• Guide staff and managers through procedures
• Schedule meetings and prepare minutes
• Perform other duties as assigned
• Independently completing or coordinating special projects

Benefits

• Pima County Government is an Equal Employment Opportunity employer.
• We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree