Administrative Assistant III - Sheriff's Department

at Pima County Government in Tucson, Arizona, United States

Job Description

Department - Sheriff's

Job Type: Classified

Job Classification: 5838 - Administrative Assistant III

Salary Grade: 4

Pay Range

Hiring Range: $19.16 - $22.51 Per Hour 

Pay Range: $19.16 - $25.86 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 position supports department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. Manages data entry, updates digital records, and maintains organized electronic files for easy access. Handles clerical tasks such as managing mail, coordinating couriers, and operating office equipment like printers and digital communication tools. Oversees specialized tasks like drafting and formatting documents to improve operational efficiency. The Administrative Assistant III position differs from the Administrative Assistant II position due to a higher-level complexity of duties.

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.

• Answers general procedural questions from the public concerning specialized documents;

• Provides detailed information in response to queries concerning unit operations;

• Compiles information and prepares and types a variety of documents such as correspondence, reports and specialized file data;

• Reviews and sorts documents, creates new records and inputs and retrieves information using automated systems;

• Prepares, and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges;

• Researches manual and automated systems to gather or verify data needed for processing activities;

• Creates and maintains spreadsheets and databases using packaged software;

• Assigns and reviews the work of staff performing typing, filing and other routine clerical activities;

• Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;

• Processes claims, purchase orders and contracts for payment to vendors and contractors, and verifies accuracy of billing charges against ledgers, invoices and contracts;

• Establishes, posts, and maintains manual and automated bookkeeping systems;

• Verifies fees for permits of services, receives payments, and issues receipts;

• Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation;

• Contacts debtors to collect accounts receivable and monitors payment arrangements;

• Coordinating paperwork for the referral, admission, transfer or discharge of patients from a hospital unit or clinic;

• Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process;

• Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services.

Minimum Qualifications:

Three (3) 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 II 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 administrative experience in a law enforcement setting.

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.