Job Description Summary

Job Description

OPEN UNTIL FILLED

Job Type: Classified

Job Classification: 5838 - Administrative Assistant III

Salary Grade: 4

Pay Range

Hiring Range: $19.16 - $22.51 Per Hour

Pay Range: $19.16 - $25.86 Per Hour

The first review of applications will be on02/20/2026.

The Pima County Office of Court Appointed Counsels (OCAC) mission is to assure that adequate legal representation is afforded to all persons eligible for counsel under Arizona law. OCAC works with the Superior Court Juvenile Court Court of Appeals and Justice Courts to assign indigent defense cases to the appropriate office: Public Defender Legal Defender Legal Advocate or Contract Attorney. An Administrative Assistant III at OCAC will assist by handling case assignments auditing bills responding to emails performing data entry creating documents for the court researching case histories answering phone calls and working with their colleagues to ensure all tasks are completed in a timely manner.

For more information on the Pima County Public Defense Services Department and the offices in this department please visit their website at: 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.):

• Experience with/knowledge of data entry.

• Experience in customer service and responding to email and phone inquiries.

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.Additionalassessments/testing may beas part of the selection process.

Supplemental Information:

Licenses and Certificates: 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 Countyrequirespre-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.