Job Description Summary

Job Description

OPEN UNTIL FILLED

Pima Countys Detainee and Crisis Systems (DCS) Department is currently seeking an Administrative Specialist II. In this role you will assist Program Managers with planning coordinating and monitoring program activities. This position completes administrative activities associated with highly specialized programs within DCS including court case tracking and invoice processing; and may be required to work out of the Pima County Adult Detention Center on occasion. In addition you will provide the Program Managers with administrative support that includes working on special projects of varying scales and will act as support/backup to the front desk reception area. This position requires working with justice involved individuals that are in and out of custody which may involve physically helping these individuals move into living quarters. This position will also be responsible for maintaining client inventory which requires the ability to lift at least 50 lbs.

This is a grant-funded position ending December 31 2025.

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.

• 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.

Minimum Qualifications:

Bachelors 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 AND one (1) year of professional experience in public or business administration.

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

OR:

Two (2) years with Pima County as an Administrative Specialist or closely related professional administrative classification.

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 three (3) years experience providing professional administrative services in behavioral health public health and/or legal environment.

• Minimum three (3) years experience processing travel purchase orders invoices work orders transcribing meeting minutes or other related duties.

• Minimum three (3) years experience working with confidential documents and understanding of privacy/confidential laws and regulations.

• Experience with/knowledge of purchasing or inventory management.

• Experience with/knowledge of maintaining and building filing systems.

Selection Procedure:

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information:

Licenses and Certificates: 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 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 the time of application or appointment. Failure to maintain the required licensure 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 completion of a satisfactory 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.

Physical/Sensory Requirements: Requires the ability to lift at least 50 lbs. Additional physical and sensory abilities will be determined by position.

Working Conditions: Working conditions will be determined by position.

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.