5896 - Administrative Assistant II (Regional WW Reclamation)

Salary Grade: 2

Pay Range
Hiring Range: $16.54 - $19.43 Per Hour
Full Range: $16.54 - $22.33 Per Hour
 
Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification. 

Pima County Regional Wastewater Reclamation is looking for a detail-oriented person to join our Administrative team. This position will handle a variety of administrative tasks including reviewing and formatting various documents, assisting with the procuring of goods and office inventory, and providing customer service via face-to-face contact and telephone. The ideal candidate can work alone and be able to meet deadlines but also work collaboratively with a team of dedicated individuals and have a passion for learning, growing, and serving customers both internal and external.

Duties/Responsibilities

(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)
 
Coordinates unit activity with other departmental sections or divisions and other County departments or outside agencies and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program specific functions;

Reviews and verifies specialized documentation and initiates action;

Responds to public and staff inquiries and provides information or resolves problems which require explanation of County, Departmental, or program rules and policies or refers questions to appropriate staff;

Represents unit/department on various committees and working groups and may record, transcribe, and/or distribute meeting minutes;

Coordinates, schedules, and organizes unit, program, or departmental calendars, appointments, and meetings;

Maintains specialized databases, inputs and retrieves data, and produces computer reports;

Coordinates and monitors standard departmental Intergovernmental Agreements (IGA's), contracts, and other obligatory agreements;

Researches information and prepares routine correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisor review and approval;

Compiles 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;

Makes travel arrangements for unit personnel and prepares related travel documentation for approval and processing;

Establishes and maintains specialized files and reference libraries;

May supervise, train, and evaluate staff, make recommendations on hiring, termination, and related personnel activities;

May issue licenses, permits, and/or bonds, receive money, review and verify cash drawers, and prepare cash deposits;

May prepare and process accounting documentation such as requisitions, purchase orders, claims and fund transfers.

Minimum Qualifications

(1) Four years of experience performing secretarial or administrative tasks that demonstrate the required knowledge and skills including two years of experience providing overall support and coordination for a department, specialized program, or small business.

(Relevant education from an accredited college, university, trade or vocational school may substitute for up to two years of the general portion of the aforementioned experience.)

OR:

(2) Two years of experience as an Office Support Level III or Office Support Level IV, or a similar clerical classification within Pima County.

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.):   

 

1. Minimum two (2) years of experience working in a front desk setting providing customer service in person and answering telephones/responding to email.
2. Minimum two (2) years of experience proofreading, formatting, and reviewing detailed information, documents, and reports.
3. Minimum two (2) years of experience in verbal and written communication including preparing routine correspondence, memorandums, and other documents.
4. Minimum two (2) years of experience with Microsoft Office suite including Word, Excel, Outlook, and PowerPoint.
5. Minimum two (2) years of experience in generating, compiling, scanning, and filing electronic and hard copy files.
6. Minimum two (2) years of experience procuring goods and managing office inventory.

Selection Procedure: 
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. Additional assessments/testing may be required as part of the selection process.