Job Description Summary

Job Description

Job Type: Classified

Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range

Hiring Range: $21.12 - $24.81 Per Hour

Pay Range: $21.12 - $28.50 Per Hour

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.

• Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff and acts as an internal departmental coordinator for support activities such as personnel purchasing payroll or program specific functions;

• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies or refers questions to appropriate staff;

• Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues;

• Coordinates schedules and organizes unit program or departmental calendars and meetings;

• Leads and participates in the preparation and processing of accounting documentation such as requisitions purchase orders claims and fund transfers;

• Creates maintains and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports;

• Coordinates and monitors standard departmental Intergovernmental Agreements (IGA) contracts and other obligatory agreements with affected agencies contractors and service providers;

• Researches compiles and performs initial analysis of information and prepares routine recurring and special reports correspondence memoranda personnel forms operations manuals and other documents for supervisory review and approval;

• Compiles and summarizes statistical and operational data and prepares periodic and special reports;

• Compiles information utilized in unit budget preparation monitors miscellaneous expenditures and reports to supervisor on program budget activities;

• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created;

• Establishes and maintains specialized reference files and reference materials.

Minimum Qualifications:

Associates degree from an accredited college or university in one of the following disciplines: public administration business administration management or a closely related field as determined by the department head at the time of recruitment.

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

OR:

One year with Pima County as an Administrative Assistant III 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 six (6) years experience with auditing bills from legal service providers.

• Experience with/knowledge of Workday handling accounts payable features such as supplier contracts requisitions supplier invoices and purchase orders and their respective approval processes.

• Minimum six (6) years experience with legal case management systems.

• Experience with/knowledge of organizing office workflow and developing standard operating procedures (SOPs) including documented office duty and task processes.

• Experience with/knowledge of Pima County Board of Supervisors Agenda Item Report (BOS-AIR) forms and contract approval routing processes.

• Minimum four (4) years within in the last five (5) years of computer experience in Microsoft Excel including managing data collection and developing data management tools.

• Associates degree from accredited college or university in accounting.

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 may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial/promotional probation. 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.This position will require apost-job offer physicaland/or drug screen.