Job Description Summary

Job Description

OPEN TO CURRENT PIMA COUNTY EMPLOYEES ONLY

Job Type: Classified

Job Classification: 5556 - Project Coordinator

Salary Grade: 11

Pay Range:

Hiring Range: $54891 - $65873 Annually

Pay Range: $54891 - $76856 Annually

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.

The Project Coordinator is an important member of the administrative unit within the Business Operations Division of the Pima County Health Department helping support the daily operational needs that keep Health Department divisions running smoothly. This position serves as a key internal partner to department staff by coordinating and assisting with purchasing computer equipment software and cell phones; maintaining inventory records for technology and mobile devices; processing fleet and motor pool vehicle requests; and supporting other essential operational workflows.

This role also serves as a liaison with the Information Technology Fleet Services Facilities Management and Project Design and Construction Department on behalf of Health Department divisions helping move requests and projects forward through clear communication follow-up and coordination.

The ideal candidate is proactive organized and solutions-oriented with strong critical thinking skills and a team-focused approach. This position is well suited for someone who takes initiative enjoys helping internal customers pays close attention to detail and can manage multiple responsibilities while maintaining a positive service-oriented attitude. Through collaboration sound judgment and follow-through the Project Coordinator helps strengthen internal operations and support the Health Departments mission.

Specific duties include but are not limited to the following:

• Providing outstanding customer service for internal and external customers.

• Processing IT related purchase requests for internal customers and maintaining an inventory of hardware and software.

• Processing motor pool and fleet vehicle requests maintaining and updating maintenance and mileage logs and completing the safety reports and mileage reports.

• Updating the Health Department Intranet page and Business Operations SharePoint site.

• Tracking motor pool driver authorization forms and ensuring staff are up to date on training and required forms.

• Updating relevant Health Department Policies and Procedures related to information technology fleet and motor pool and any related business processes.

• Updating Health Department forms related to hardware and software purchases fleet and motor pool vehicle usage and any other necessary forms.

• Maintaining email inboxes.

• Serving as an Authorized IT Purchaser for the Health Department processing purchase requests and ensuring compliance with IT Purchasing policy and procedure.

• Serving as the liaison between internal Health Department Customers and the Fleet Services Department.

• Serving as the liaison between internal Health Department customers and the Information Technology Department.

• Serving as the liaison between internal Health Department customers and other departments such as Facilities Management and Project Design and Construction.

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.

• Plans organizes and administers specialized departmental programs setting priorities and ensuring alignment with organizational goals;

• Manages projects end-to-end including budgets timelines contractor coordination and workflow tracking to ensure timely and cost-effective delivery;

• Evaluates program effectiveness by developing and applying Key Performance Indicators (KPIs) and reporting measurable outcomes to management;

• May act as primary liaison to the Clerk of the Board and Board of Supervisors coordinating agenda items contracts ordinances and related communications;

• Establishes and maintains collaborative relationships with internal departments external agencies contractors and stakeholders to support program coordination;

• Conducts program-related studies analyzes data and prepares reports statistical materials and actionable recommendations for leadership review;

• Coordinates and administers public and advisory committee meetings in compliance with state laws including agendas minutes communications and public postings;

• May write and develop the Advisory Committee Annual Report for submission to the Board of Supervisors;

• Manages records retention schedules public records requests and specialized databases to ensure compliance accuracy and accessibility of information;

• Oversees departmental assets including technology and vehicles and serves as Vehicle Coordinator to ensure accountability and proper utilization;

• Supports emergency preparedness efforts and performs field work as needed to assess project conditions and repair requirements;

• Provides comprehensive administrative and operational support including contract documentation meeting coordination data entry and general program assistance.

Minimum Qualifications:

Bachelors degree from an accredited college or university with a major in a program-related field as defined by the department head at the time of recruitment AND one year of experience coordinating monitoring and/or administering program activities or providing professional level administrative support for a program or specialized work unit or a 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 of experience with Pima County in an Administrative Specialist III or related position as determined by the department head at the time of recruitment.

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 one (1) year experience performing purchasing tasks such as processing requisitions purchase orders invoices receivers and or relieving encumbrances.

• Minimum one (1) year experience conducting and maintaining inventories.

• Minimum two (2) years experience providing clear concise and professional communication with internal customers interdepartmental colleagues and senior leadership.

• Minimum one (1) year experience processing motor pool and or fleet vehicle rentals.

• Experience with/knowledge of Excel specifically experience using filters formulas (IF Vlookup Xlookup and True/False statements) and Pivot Tables.

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 isat time of application.ValidAZdriver license isat time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review todetermineapplicants suitability tooperatecounty vehiclesin accordance withPima County administrative procedures. Failure to obtain andmaintainthe 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 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 post-job offer proof of immunization(s) or immunization(s) and/or a TB screening.

Physical/Sensory Requirements:Constantly operates a computer and other office equipment. Constantly observes details at a close range. Frequently remains in a stationary position. Occasionally travels to other locations. Occasionally sets up meeting rooms moving chairs computers small furniture and audio equipment. Any additional physical and sensory work requirements will be determined by position. Action Activity - bending climbing kneeling reaching squatting stooping; Motion Activity - grasping; Hearing Activity - in noisy areas behind themselves; Speaking Activity - in person on the phone on a radio; Vision - must be able to operate a motor vehicle distinguish colors depth perception and peripheral vision

Working Conditions: The Project Coordinator operates within a professional office setting conducting desk-based tasks. Regular daily attendance is an essential function for this position. Any additional 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 practiceson the basis ofrace color religion national origin age disability gender sexual orientation kinship political interest or any other characteristic protected by law.