Job Details

Administrative Specialist I

Pima County Office of Emergency Management has an opening for an Administrative Specialist I to provide administrative and clerical support to ensure the efficient daily operation of the department. This position serves as the first point of contact for visitors and callers and performs a variety of office support functions to assist staff with daily operations. In this role, you will support department program managers with administrative tasks including project coordination, documentation, scheduling, and other operational needs. The ideal candidate is organized, detail-oriented, technologically proficient, and able to work independently with minimal supervision while maintaining professionalism and confidentiality. This role is integral to supporting the department's mission of enhancing community preparedness, coordinating emergency response, and supporting disaster recovery efforts.

The selected candidate will participate in training on the four phases of emergency management—mitigation, preparedness, response, and recovery—to support internal staff, external partners, and the public during routine operations and emergency events.

Because the Office of Emergency Management responds to disasters and emergencies, this position may require evening, weekend, holiday, and extended-hour work during Emergency Operations Center (EOC) activations. During activations, the Administrative Specialist I provides administrative and logistical support and adapts to evolving operational needs.

Essential Functions:

• 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.

Minimum Qualifications:

• 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.
• 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:

• Experience providing administrative or clerical support in a government, public safety, emergency management, or other fast-paced professional environment.
• Experience supporting daily office operations, including records management, file archiving, Microsoft Office Suite (Word, Excel, and Outlook), procurement, purchasing, financial processes, invoice processing, and work order administration.
• Experience providing customer service and engaging with diverse internal and external stakeholders through verbal and written communication.
• Experience with/knowledge of emergency management principles.
• Minimum six (6) months of experience using Workday or a comparable enterprise resource planning (ERP) system

Selection Procedure: 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: 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. 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.

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.