Position Description

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 directly or through assigned staff, 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 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 and maintains, 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 minor, 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;
May supervise, train, and evaluate staff, and make effective 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 make travel arrangements for unit personnel and prepare related travel documentation for approval and processing.
KNOWLEDGE & SKILLS:
Knowledge of:

• applications of automated information systems;
• business English, spelling, grammar, punctuation, and composition;
• rules, regulations, policies, and procedures applicable within work unit;
• County policies and procedures for administration of contracts, IGA, and related activities;
• research and analysis techniques and report writing;
• principles and practices of employee supervision, training, and evaluation, and County personnel policies/procedures;
• office practices, procedures, and equipment.

• use of automated information systems to maintain data and produce documents;
• coordinating and prioritizing multiple tasks and activities of assigned units;
• researching, compiling, and analyzing information, and writing complex reports;
• communicating effectively;
• maintaining appropriate security and confidentiality of sensitive information;
• planning, assigning, reviewing, and evaluating the work of staff;
• organizing and coordinating meetings;
• performing mathematical calculations at an appropriate level for assigned duties.

Minimum Qualifications

(1) Five years of experience performing secretarial or administrative tasks providing administrative support and coordination for a department, specialized program, or small business. [An Associate's degree from an accredited college or university with a major in business or public administration may substitute for two years of the required experience][A Bachelor's degree from an accredited college or university in one of the cited disciplines may be substituted for four years of required experience]

OR:

(2) Three years of experience with Pima County as an Executive Administrative Assistant, Administrative Support Specialist, Personnel Assistant-Sheriff's Department, Human Resources Support Specialist, or similar administrative paraprofessional classification within Pima County.

OR:

(3) Four years of experience with Pima County as an Office Support Level III, Office Support Level IV, or similar clerical classification within Pima County, which included lead responsibilities.

• Minimum two (2) years of customer service experience, in-person and phone.
• Experience in database maintenance and reports.
• Experience in utility service and billing.
• Experience in Microsoft Excel.

Supplemental Information