Administrative Assistant II (Front Desk Administration)

Job title: Administrative Assistant II (Front Desk Administration)

Company: Pima County

Job description: Position DescriptionSalary Grade: 2Pay Range:
Hiring Range: $16.54 – $19.43 Per Hour
Full Range: $16.54 – $22.33 Per HourSalary offers are based on the candidate’s equivalent experience and internal equity with other employees within the same job classification.This position is within the Administration Division of Facilities Management. Primary responsibilities involve covering general administrative duties for the department, including front desk reception (non-public), responding to phone inquiries from Pima County employees with maintenance issues, and screening work orders. Other main responsibilities may include managing department mobile phones, push-to-talk devices, related data, billings, and accounts. Familiarity with smartphones is a must (setting up new phones, data transfers, downloading apps, etc.).Duties/ResponsibilitiesAs 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.

• Responds to public and staff by providing general information pertaining to departmental or program activities;
• Answers single- and multi-line telephones, routes calls and relays messages;
• Resolves routine problems in person, by phone and through correspondence with complainant;
• Requests specific information by telephone;
• Checks documents for completeness and accuracy and issues licenses and permits;
• Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims;
• Edits documents for grammar, punctuation, spelling and format;
• Codes, confirms, enters, updates, and retrieves data using automated filing systems;
• Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports;
• Establishes and maintains filing systems and retrieves documents from files as required;
• Researches document files and automated records for specific information;
• Copies and distributes materials and acts as key operator for copy machine;
• Reads, screens and directs mail and composes answers to routine correspondence;
• Calculates fees, records payments and balances routine accounts;
• Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;
• Performing moderately complex word processing activities such as preparation of charts, graphs and tables;
• Transcribing a variety of correspondence, reports and documents from dictating equipment;
• Scheduling and arranging meetings, conferences, interviews and other appointments;
• Training other staff members in office procedures and clerical activities;
• Assigning and reviewing the work of staff performing typing, filing and other routine clerical activities.

Minimum Qualifications(1) Two (2) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business.(Relevant experience and/or education from an accredited college or university may be substituted.)OR:(2) One year with Pima County in an Administrative Assistant I position. 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 five (5) years customer service work experience in an administrative nature.
• Minimum two (2) years work experience using Microsoft Office Suite (Excel, Word and

Outlook). * Minimum one (1) year work experience supporting, coordinating, or reconcilingdepartmental functions such as employee timecards, employee training records, purchasing card use, and/or employee mobile phones and related accounts. * Experience with smartphones (setting up new phones, data transfers, downloading apps, etc.).

• Experience working in a fast-paced environment.

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. The hiring authority will interview and select the successful candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.Supplemental InformationLicenses and Certificates: Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the 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 candidate’s driving record. 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.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.Pima County provides access to high-quality, affordable healthcare for eligible employees and has an award-winning wellness program. Our plan is designed to ensure a high level of coverage and financial protection. Read more about our benefits program by

Expected salary: $16.54 – 19.43 per hour

Location: Tucson, AZ

Job date: Sun, 06 Oct 2024 04:41:03 GMT

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