What are the responsibilities and job description for the Administrative Specialist I - Development Services position at Pima County?
Job Description Summary
Department - Development Services
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
Range Explanation
The Building Safety Division is seeking a qualified, customer service-oriented individual to perform a variety of administrative and clerical duties in support of departmental operations. This position serves as a primary point of contact for the public, contractors, and staff. Under general supervision, this position provides front counter and telephone support by responding to inquiries related to permits, inspections, and departmental processes. Responsibilities include answering and directing calls, greeting visitors, and providing accurate information regarding procedures, requirements, and services while maintaining a high standard of customer service. The position supports daily operations by scheduling inspections and appointments. This role is essential to maintaining efficient front-office operations and delivering accurate, timely service to the public.
The Administrative Specialist I performs a variety of administrative and customer service duties in support of departmental operations. Serves as a primary point of contact by answering and routing telephone calls, assisting walk-in customers, and providing information regarding permits, inspections, and related processes. Provides front counter support to the public, contractors, and staff, and explains applicable policies, procedures, and application requirements. Coordinates and schedules inspections, appointments, and meetings; maintains departmental calendars. Performs data entry and maintains accurate electronic and paper records, including permits and related documentation. Prepares routine correspondence, reports, and forms, and assists with tracking and processing departmental records and workflows. Researches and responds to routine inquiries and refers complex issues to appropriate staff. Maintains confidentiality of sensitive information and ensures compliance with applicable policies and procedures. Performs other duties as assigned.
We are seeking candidates who demonstrate strong customer service and communication skills, with the ability to professionally manage high call volumes and public inquiries. The ideal candidate is knowledgeable in standard office practices and record-keeping methods, highly organized, detail-oriented, and capable of prioritizing multiple tasks in a fast-paced environment. Familiarity with or the ability to quickly learn permitting systems, building processes, and related terminology is essential, along with proficiency in standard office software and data entry systems.
If you have strong communication skills, a positive attitude, and the ability to manage multiple tasks in a fast-paced environment, we encourage you to apply. We look forward to welcoming you to our team!
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 department’s need and will be communicated to the applicant or incumbent by the supervisor.
Associate’s 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.):
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: 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 County requires pre-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.
Physical/Sensory Requirements: Physical and sensory abilities will be determined by position. Action Activity - Bending, climbing, crawling, kneeling, reaching, squatting, stooping; Motion Activity - Grasping; Speaking Activity - in person, on the phone; Vision - have depth perception, have peripheral vision.
Working Conditions: Working conditions will be determined by the 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 practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.
Department - Development Services
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
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 Building Safety Division is seeking a qualified, customer service-oriented individual to perform a variety of administrative and clerical duties in support of departmental operations. This position serves as a primary point of contact for the public, contractors, and staff. Under general supervision, this position provides front counter and telephone support by responding to inquiries related to permits, inspections, and departmental processes. Responsibilities include answering and directing calls, greeting visitors, and providing accurate information regarding procedures, requirements, and services while maintaining a high standard of customer service. The position supports daily operations by scheduling inspections and appointments. This role is essential to maintaining efficient front-office operations and delivering accurate, timely service to the public.
The Administrative Specialist I performs a variety of administrative and customer service duties in support of departmental operations. Serves as a primary point of contact by answering and routing telephone calls, assisting walk-in customers, and providing information regarding permits, inspections, and related processes. Provides front counter support to the public, contractors, and staff, and explains applicable policies, procedures, and application requirements. Coordinates and schedules inspections, appointments, and meetings; maintains departmental calendars. Performs data entry and maintains accurate electronic and paper records, including permits and related documentation. Prepares routine correspondence, reports, and forms, and assists with tracking and processing departmental records and workflows. Researches and responds to routine inquiries and refers complex issues to appropriate staff. Maintains confidentiality of sensitive information and ensures compliance with applicable policies and procedures. Performs other duties as assigned.
We are seeking candidates who demonstrate strong customer service and communication skills, with the ability to professionally manage high call volumes and public inquiries. The ideal candidate is knowledgeable in standard office practices and record-keeping methods, highly organized, detail-oriented, and capable of prioritizing multiple tasks in a fast-paced environment. Familiarity with or the ability to quickly learn permitting systems, building processes, and related terminology is essential, along with proficiency in standard office software and data entry systems.
If you have strong communication skills, a positive attitude, and the ability to manage multiple tasks in a fast-paced environment, we encourage you to apply. We look forward to welcoming you to our team!
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 department’s 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.
Associate’s 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.):
- Additional post-secondary coursework in office administration, construction, or a related field.
- Minimum one (1) year experience in administrative, clerical, or customer service roles within a construction-related field.
- Experience with/knowledge of working in the construction, building, or development field, including building processes, terminology, or permitting concepts.
- Minimum one (1) year experience answering high-volume phone systems and front counter/customer-facing environments.
- Minimum one (1) year experience using Microsoft Office Suite (Outlook, Excel, Teams).
- Minimum one (1) year experience with data entry and recordkeeping.
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: 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 County requires pre-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.
Physical/Sensory Requirements: Physical and sensory abilities will be determined by position. Action Activity - Bending, climbing, crawling, kneeling, reaching, squatting, stooping; Motion Activity - Grasping; Speaking Activity - in person, on the phone; Vision - have depth perception, have peripheral vision.
Working Conditions: Working conditions will be determined by the 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 practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.
Salary : $21 - $25