Administrative Specialist II - Health Department

Job Description Summary

Department - Health

Job Description

Open To Current Pima County Employees Only

Job Type: Classified

Job Classification: 5671 - Administrative Specialist II

Salary Grade: 8

Pay Range

Hiring Range: $47,756 - $56,118 Annually 

Pay Range: $47,756 - $64,480 Annually 

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 Administrative Specialist II, provides professional administrative support to the Director’s Office of the Pima County Health Department. The role involves collaborating with Office of Director staff to assist the Director and senior leadership in maintaining efficient workflows and effective communication. The successful candidate will coordinate correspondence, including emails, memos, and letters; respond to requests; manage sensitive communications; develop and maintain tracking tools and processes; guide staff and managers through procedures; schedule meetings and prepare minutes; and perform other duties as assigned. Additionally, the position may require independently completing or coordinating special projects.

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.

• Provides complex administrative services of a specialized nature to a department, division, or program within Pima County;
• Negotiates and establishes Intergovernmental Agreements (IGA), contracts and other obligatory agreements and monitors compliance;
• Prepares work unit budgets, oversees expenditures, performs cost and statistical analyses and prepares reports and recommendations;
• Performs research, prepares written reports and recommendations and informs management of issues, concerns and problems of specialized work unit;
• Provides information, status, and recommendations to department directors, division managers and professional staff regarding area of assignment and responds to public inquiries interpreting work unit and county policies and procedures;
• Ensures work unit policies, procedures and activities comply with applicable federal/state statutes and regulations and county policy;
• Oversees internal services such as accounting, payroll, personnel, management information services and/or purchasing;
• Represents work unit at various meetings, conferences, or on committees and provides specialized expertise related to area of assignment;
• Develops, maintains and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes.

Minimum Qualifications:

Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined by the department head at the time of recruitment AND one year of professional experience in public or business administration.

(Relevant experience and/or education from an accredited college or university may be substituted.)

Or:

Two years with Pima County as an Administrative Specialist 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.):   

• Minimum one (1) year experience providing administrative support for an executive level office or leader.
• Minimum one (1) year experience with Microsoft Office Suite including Excel, Word, Power Point, Outlook, and Teams.
• Minimum one (1) year experience building strong organization and time management skills. 
• Minimum one (1) year experience working with confidential information with discretion and professionalism. 

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.

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.