Job Details

Administrative Assistant II

This position within the Pima County Elections Department plays a vital role in supporting department operations by addressing public inquiries, directing calls, and enhancing communication and administrative workflows. The role involves managing data entry, updating digital records, and maintaining well-organized electronic files for quick and easy access. Additionally, the incumbent handles clerical responsibilities such as processing mail, coordinating courier services, and operating office equipment, including printers and digital communication tools. The position also involves preparing and formatting documents to improve overall operational efficiency. The Administrative Assistant II position differs from the Administrative Assistant I position due to the higher level of complexity in its duties.

Essential Functions:

• 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:

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 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.):

• Experience in Word, Excel, Outlook, and PowerPoint for document creation, data entry, and communication.
• Experience handling customer inquiries or working in a front-desk or call center environment.
• Experience with/knowledge of entering, updating, and retrieving data from digital systems.
• Experience with/knowledge of verifying documents for completeness and accuracy, and editing for grammar and formatting.
• Experience with/knowledge of organizing and maintaining physical and/or digital filing systems.

Supplemental Information:

Licenses and Certificates: 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.

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.