Administrative Specialist III - Clerk of the Board
About The Position
The Pima County Clerk of the Board’s Management of Information and Records Division is seeking an Administrative Specialist III with strong records-management expertise. The position serves as office lead for a team of one Administrative Specialist and three Records Management Specialists. It requires judgment and discretion when handling sensitive information and making decisions affecting organizational efficiency. The role may also include training and mentoring junior administrative staff and resolving complex administrative issues. The position provides leadership while performing complex, specialized administrative services. Work assignments may vary according to departmental needs. The classification’s illustrative functions include negotiating agreements, monitoring compliance, managing budgets and internal services, conducting research and analysis, preparing reports and recommendations, responding to public inquiries, ensuring compliance with applicable requirements, representing the work unit in meetings, and managing databases and information systems. The minimum qualification is a bachelor’s degree in public administration, business administration, management, or a closely related field, with relevant experience and/or education potentially substitutable; alternatively, two years with Pima County as an Administrative Specialist II or in a closely related professional administrative classification. A valid driver license is required at application, and a valid Arizona driver license is required at appointment. Employment is contingent on review and approval of the candidate’s driving record, and successful candidates undergo a pre-employment background screening.
Requirements
- Bachelor’s degree from an accredited college or university, with a major in public administration, business administration, management, or a closely related field as determined by the department head; relevant experience and/or education may be substituted.
- Alternatively, two years with Pima County as an Administrative Specialist II or in a closely related professional administrative classification.
- Valid driver license at the time of application.
- Valid Arizona driver license at the time of appointment.
- Successful review and approval of the candidate’s driving record for operation of county vehicles.
- Successful completion of the county’s post-offer, pre-employment background screening, including work history, education, and criminal conviction history verification.
Nice To Haves
- Experience with micrographic equipment, working in a records management warehouse, and preparing County-specific archival documentation according to county, state, and federal records-retention guidelines.
- Experience coordinating and prioritizing multiple tasks and assignments.
- Experience with Microsoft Office Suite and Adobe Pro.
- Experience maintaining policies and procedures.
- Experience with automated records systems to maintain data and produce reports or documents.
Responsibilities
- Lead administrative staff while performing complex, specialized administrative services.
- Negotiate and establish intergovernmental agreements, contracts, and other obligatory agreements, and monitor compliance.
- Prepare work-unit budgets, oversee expenditures, perform cost and statistical analyses, and prepare reports and recommendations.
- Conduct research, prepare written reports and recommendations, and inform management of issues, concerns, and problems related to specialized work.
- Provide information, status updates, and recommendations to department directors, division managers, and professional staff; respond to public inquiries and interpret work-unit and county policies and procedures.
- Ensure work-unit policies, procedures, and activities comply with applicable federal and state statutes and regulations and county policy.
- Oversee internal services such as accounting, payroll, personnel, management information services, and purchasing.
- Represent the work unit at meetings, conferences, or committees and provide specialized expertise.
- Develop, maintain, and manage databases using automated information systems; compile, review, and monitor information for reporting.
- Serve as office lead for a team of one Administrative Specialist and three Records Management Specialists.
- May train and mentor junior administrative staff and serve as a resource for resolving complex administrative issues.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
