Administrative Specialist III - Clerk of the Board

About this role

Job Description Summary Department - Clerk of the Board Job Description OPEN TO CURRENT PIMA COUNTY EMPLOYEES ONLY

Job Type: Classified

Job Classification: 5589 - Administrative Specialist III

Salary Grade: 10

Pay Range Hiring Range: $53,872 - $64,625 Annually  Pay Range: $53,872 - $75,379 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 Pima County Clerk of the Board’s Management of Information and Records Division is seeking a highly skilled Administrative Specialist III with strong expertise in records management. One of the primary functions of this position includes office lead for a team of one Administrative Specialist and three Records Management Specialist staff. In this role you will exercise considerable judgment and discretion in handling sensitive information and making decisions that impact organizational efficiency. Additionally, you may be responsible for training and mentoring junior administrative staff and serving as a resource for resolving complex administrative issues.

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 leadership to administrative staff while performing 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 determined by the department head at the time of recruitment.

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

OR:

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

• Experience with micrographic equipment, working in a records management warehouse and preparing County-specific documentation for archival of records per county/state/federal records retention guidelines.

• Experience coordinating and prioritizing multiple tasks and assignments.

• Experience with Microsoft Office Suite and Adobe Pro.

• Experience maintaining policies and procedures.

• Experience working with automated records systems to maintain data and produce reports and/or documents.

Selection Proce dure :   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

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