Job Description Summary

Job Description

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range

Hiring Range: $16.54 - $19.43 Per Hour

Full Range: $16.54 - $22.33 Per Hour

Range Explanation:

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors including your skills qualifications experience education licenses training and internal equity.

• Pay Range is the entire compensation range for the position.

The Facilities Mangement Department has an opening for an Administrative Assistant I who provides support for its Accounts Payable functions. This is a high-volume position that requires attention to detail and ability to communicate well with vendors and co-workers. In this role you will support department operations by handling public inquiries routing calls streamlining communication and administrative processes. Your responsibilities will include managing data entry updating digital records maintaining organized electronic files for easy access handling clerical tasks such as managing mail coordinating couriers and operating office equipment like printers and digital communication tools. You will also oversee specialized tasks like drafting and formatting documents to improve operational efficiency.

Essential Functions:

As defined under the Americans with Disabilities Act this classification may include any of the following tasks knowledge skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the departments need and will be communicated to the applicant or incumbent by the supervisor.

• Responds to public and staff by providing general information pertaining to departmental or program activities;

• Answers single- and multi-line telephones routes calls and relays messages;

• Resolves routine problems in person by phone and through correspondence with complainant;

• Requests specific information by telephone;

• Checks documents for completeness and accuracy and issues licenses and permits;

• Types and word processes a variety of documents such as correspondence reports forms contracts requisitions and claims;

• Edits documents for grammar punctuation spelling and format;

• Codes confirms enters updates and retrieves data using automated filing systems;

• Verifies accuracy of data entered into the system and corrects information by making updates additions or deletions as required and prints reports;

• Establishes and maintains filing systems and retrieves documents from files as required;

• Researches document files and automated records for specific information;

• Copies and distributes materials and acts as key operator for copy machine;

• Reads screens and directs mail and composes answers to routine correspondence;

• Calculates fees records payments and balances routine accounts;

• Operates various office equipment such as typewriters computer terminals and personal computers facsimile machines photocopiers and calculators;

• Performing moderately complex word processing activities such as preparation of charts graphs and tables;

• Transcribing a variety of correspondence reports and documents from dictating equipment;

• Scheduling and arranging meetings conferences interviews and other appointments;

• Training other staff members in office procedures and clerical activities;

• Assigning and reviewing the work of staff performing typing filing and other routine clerical activities.

Minimum Qualifications:

Two (2) years of experience performing secretarial or administrative tasks providing support to a department specialized program or small business.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

One year with Pima County in an Administrative Assistant I position.

Qualifying education and experience must be clearly documented in the Education and Work Experience sections of the application. Do not substitute a resume for your application or write see resume on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies specifically addressing the required and preferred qualifications.):

• Minimum one (1) year experience with the creation of documents in Advantage AMS and/or Workday.

• Minimum one (1) year experience with payment processing or accounts receivable processing.

Selection Procedure:

Supplemental Information:

Licenses and Certificates:Valid driver license is required at time of application.ValidAZdriver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicants suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services review and approval of the candidates driving record. Some positions require a valid Arizona Class D driver license at time of application or prior to completion of an initial or promotional probation period. Failure to obtain/maintain the required certification/licensures shall be grounds for termination.

Special Notice Items: The County requires 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. A prior criminal conviction will not automatically disqualify a candidate from employment with the County. Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies due to the need for access to County Attorney and Court facilities records and communication systems. The County requires 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. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

EEO Information: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.