Administrative Specialist II - Conservation Lands & Resources

Pima County•Tucson, AZ

3d•$49,878 - $67,371•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 AND one year of professional experience in public or business administration.
Valid driver license is required at time of application. Valid AZ driver license is required at 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.
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