Job Description Summary Department - Health Department Job Description Job Type: Classified Job Classification: 5896 - Administrative Assistant II Salary Grade: 2
Pay Range
Hiring Range: $17.90 - $21.03 Per Hour
Pay Range
$17.90 - $24.16 Per Hour 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. THIS IS A GRANT FUNDED POSITION ENDING NOVEMBER 2027. The Pima County Health Department is hiring an Administrative Assistant II within the Business Operations Division. This position provides specialized administrative support with an emphasis on coordinating employee travel and assisting with Public Records Requests. The role works closely with department staff to ensure travel arrangements, financial documentation, and public records processes are completed accurately, efficiently, and in accordance with County requirements. This position is responsible for coordinating hotel, airline, and conference reservations, serving as a department purchasing cardholder, preparing travel-related memos, and completing final travel reconciliations upon completion of travel. This role also creates payment documents in Workday, the County’s financial management system, and supports employees with various travel-related administrative needs. Additional responsibilities include public records requests by collaborating with department staff to gather responsive information, reviewing documents for content and completeness, and redacting records as appropriate. The role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities while providing responsive support to internal customers. If you are organized and have a good eye for detail, we are looking for you!
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. 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
coordinating travel for a department, division, or group.
Experience
working in Workday or other financial management system.
Experience
with reviewing documents for content, editing skills, and/or redaction processes.
Experience
with Microsoft Office Suite and Adobe Acrobat. 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. This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening. Physical/Sensory
Requirements
Physical and sensory abilities will be determined by position. Action Activity - bending; Motion Activity - grasping; Hearing Activity - none that are essential; Speaking Activity - in person and on the phone.
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. Pima County stands out as an exceptional workplace, offering a supportive environment that fosters professional growth and personal satisfaction. As one of the largest employers in the region, Pima County prioritizes its commitment to creating a diverse and inclusive workplace, recognizing the unique contributions of each employee. Embracing innovation and collaboration, Pima County provides multiple opportunities in which individuals can make a meaningful impact on their community. One of the key advantages of working for Pima County is its comprehensive benefits package. Employees enjoy competitive salaries, generous health insurance coverage, and retirement plans that contribute to long-term financial security. Pima County recognizes the importance of a healthy work-life balance, offering flexible work schedules, a generous family leave policy and wellness programs that prioritize employee well-being. Furthermore, Pima County takes pride in fostering a culture of continuous learning and development. Employees benefit from opportunities for professional advancement through training programs, workshops, and educational reimbursement programs. In addition, a County-wide employee recognition program rewards employees who exemplify the County values of being accountable, respectful and ethical as well as providing great customer service. By joining Pima County, individuals become part of a dedicated team working towards a common goal: enhancing the quality of life for residents and building a vibrant future. Pima County is not just an employer; it's a community that values its employees, encourages their growth, and invests in their success.