Job Details

Job Title

Administrative Assistant II

Job Description

This position's primary task is the receptionist for the Clerk of the Board's Office and handles public inquiries, routing calls, and streamlining communication and administrative processes. Manages data entry, updates digital records, and maintains organized electronic files for easy access. Handles clerical tasks such as managing mail and conference room reservations, courier, and operating office equipment, i.e. printers and digital communication tools.

This is a classification in the unclassified service and is exempt from the Merit System Rules.

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

• Experience with/knowledge of Microsoft Office Suite (Word, Excel and Outlook).
• Experience with/knowledge of calendar management and scheduling.
• Experience with/knowledge of multi-line switchboards.

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 : 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. Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. Pima County determines whether a position is eligible for visa sponsorship at the time of recruitment. Eligibility is based on the requirements of the position and applicable laws and regulations. Not all positions with Pima County are eligible for visa sponsorship.

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.