Job Description Summary

Job Description

The Administrative Assistant III position supports department operations by handling public inquiries routing calls and streamlining communication and administrative processes. This position will manage data entry update digital records and maintain organized electronic files for easy access. You will also handle clerical tasks such as managing mail coordinating couriers and operating office equipment like printers and digital communication tools. The Administrative Assistant III oversees specialized tasks like drafting and formatting documents to improve operational efficiency. This position differs from the Administrative Assistant II position due to a higher-level complexity of duties.

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.

• Answers general procedural questions from the public concerning specialized documents;

• Provides detailed information in response to queries concerning unit operations;

• Compiles information and prepares and types a variety of documents such as correspondence reports and specialized file data;

• Reviews and sorts documents creates new records and inputs and retrieves information using automated systems;

• Prepares and updates file folders logs status records and other documentation to reflect the current status of a process and performs required purges;

• Researches manual and automated systems to gather or verify data needed for processing activities;

• Creates and maintains spreadsheets and databases using packaged software;

• Assigns and reviews the work of staff performing typing filing and other routine clerical activities;

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

• Processes claims purchase orders and contracts for payment to vendors and contractors and verifies accuracy of billing charges against ledgers invoices and contracts;

• Establishes posts and maintains manual and automated bookkeeping systems;

• Verifies fees for permits of services receives payments and issues receipts;

• Establishes files for audit trail purposes to include identifying locating and filing audit documentation;

• Contacts debtors to collect accounts receivable and monitors payment arrangements;

• Coordinating paperwork for the referral admission transfer or discharge of patients from a hospital unit or clinic;

• Identifies actions required to provide services to individual clients applicants or the general public and assists people in completing the service process;

• Coordinates and/or initiates processing action with other units departments or outside agencies as needed to provide services.

Minimum Qualifications:

Three (3) 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 II 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 two (2) years experience working in the Pima County Sheriffs Dept.

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 candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information:

License 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.

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.

Physical/Sensory Work Requirements: Will be determined by the position.

Working Conditions: Will be determined by the 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.