Job Description Summary

Job Description

OPEN UNTIL FILLED

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range:

Hiring Range: $17.13 - $20.13 Per Hour

Pay Range: $17.13 - $23.13 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.

THIS IS A GRANT-FUNDED POSITION ENDING NOVEMBER 2027.

The first review of applications will be on 9/26/2025.

Do you take pride in attendance and punctuality Are you seeking a way to make a meaningful impact in your community If so the Pima County Health Department is looking for an energetic and highly organized Administrative Assistant II to join our Vital Records division! This is more than just an administrative roleits an opportunity to serve the public support essential health services and ensure the integrity of vital records. Youll be the frontline connection for public inquiries expertly managing administrative tasks while maintaining strict confidentiality and security protocols.

Your work will include processing birth and death records interpreting Arizona State Statutes and Pima County policies managing security paper and analyzing legal documents. Youll handle financial transactions with precision manage inquiries across multiple communication channels and ensure the secure disposal of confidential information. Additionally youll oversee mail management log payments generate vital reports and assist in staff training. Youll also collaborate with hospitals funeral homes courthouses and government agencies to facilitate requests making a direct impact on individuals and families every day.

Were looking for a proactive and service-oriented professional with strong administrative communication and customer service skills. Attention to detail proficiency in data entry and experience with financial transactions and report generation are essential.

If youre motivated to excel in a fast-paced environment and make a difference in the lives of others apply today and become part of the dedicated team at the Pima County Health Department Vital Records Division!

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.):

• Possesses a current State of Arizona Level 1 Fingerprint Clearance card.

• Records management or record handling experience.

• Experience multitasking in a fast-paced environment.

• Experience working independently or unsupervised.

• Experience with Arizona State Rules Statutes and Policies.

• Bilingual (English/Spanish).

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. 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.

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 Requirements: Physical and sensory abilities will be determined by position.

Working Conditions: 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.