Administrative Assistant II - RWRD

at Pima County Government in Tucson, Arizona, United States

Job Description

Department - Regional Wastewater Reclamation

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range

Hiring Range: $17.37 - $20.41 Per Hour

Pay Range: $17.37 - $23.45 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.

The Regional Wastewater Reclamation Department is seeking a highly motivated and professional Administrative Assistant II to join our team. Supporting four sections, the Administrative Assistant II will handle a variety of administrative tasks, including answering and directing phone calls, performing data entry, conducting research, and facilitating communication with supervisors and management, inventory, and purchasing. The ideal candidate will be friendly, organized, and enthusiastic, bringing a positive and professional attitude to this dynamic role. If you are detail-oriented and enjoy working in a collaborative environment, we encourage you to apply! 

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 needs 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.):

• Minimum two (2) years experience providing customer service in person, answering telephones and responding to email.

• Minimum two (2) years experience with Microsoft Office suite, including Word, Excel, Outlook, and PowerPoint.

• Minimum two (2) years experience with verbal and written communication, including preparing routine correspondence, memorandums, and other documents.

• Experience with/knowledge of overseeing administrative tasks, including handling office-related inquiries, resolving issues, electronic and hard-copy filing.

• Experience with/knowledge of data entry and updating spreadsheets.

• Experience with/knowledge of computers and office equipment, including copiers, scanners, fax machines, postage machines, and other office equipment.

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.