Administrative Specialist I - CMHA

at Pima County Government in Tucson, Arizona, United States

Job Description

Job Description Summary 

Department - Health

Job Description

OPEN UNTIL FILLED

Job Type: Classified

Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range

Hiring Range: $20.10 - $23.62 Per Hour 

Full Range: $20.10 - $27.14 Per Hour 

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification. 

First review of applications will be on 5/16/2025.

The Pima County Health Department is seeking a detail-oriented and highly organized Administrative Specialist I to join the Community Mental Health, Addiction, and Injury (CMHA) Division. This position plays a vital role in supporting the daily operations of a dynamic team by ensuring administrative efficiency and organizational effectiveness. Under the direct supervision of the CMHA Public Health Program Manager, the Administrative Specialist will perform a variety of essential tasks including coordinating schedules, coordinating fatality review meetings, supporting the office of injury and violence prevention, managing office supplies, maintaining documentation, and providing high-level support to managers. This is an excellent opportunity for a motivated individual to contribute to the important public health efforts of Pima County.

This is a grant funded position ending September 2025.

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.

• 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:

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.

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

OR:

One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, 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 of experience providing administrative support for a program including facilitating meetings, scheduling, taking minutes, and creating forms/templates.

• Experience in customer service and time management.

• Experience with computers and Microsoft Office products.

• Experience in communication and administrative duties.

• Possesses strong interpersonal skills.

Selection Procedure:

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.