Administrative Specialist I

4 weeks ago


Tucson, Arizona, United States Pima County Government Full time
Job Summary

This position performs detailed and complex paraprofessional administrative or accounting support to a department or specialized program. The incumbent coordinates administrative operations or services of a department or specialized program using automated accounting systems, personal computers, and accounting software.

Key Responsibilities
  • 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.
Requirements
  • A Bachelor's Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined by the department head at the time of recruitment;
  • OR: One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, or closely-related professional administrative classification;
  • Minimum one (1) year experience with knowledge and understanding of criminal justice system processes and procedures;
  • Minimum one (1) year experience providing general professional administrative services in public administration or a legal environment;
  • Minimum one (1) year experience with medical/mental health billing;
  • Experience with/knowledge of Microsoft Office Suite, Word, PowerPoint, and Excel;
  • Experience with/knowledge in writing skills, analyzing data, and preparing reports/summarizing data.
Preferred Qualifications
  • Minimum one (1) year experience with knowledge and understanding of criminal justice system processes and procedures;
  • Minimum one (1) year experience providing general professional administrative services in public administration or a legal environment;
  • Minimum one (1) year experience with medical/mental health billing;
  • Experience with/knowledge of Microsoft Office Suite, Word, PowerPoint, and Excel;
  • Experience with/knowledge in writing skills, analyzing data, and preparing reports/summarizing data.
Working Conditions

This is a grant-funded position ending June 30, 2025.



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