Job Description Summary

Department - Transportation

Job Description

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range

Hiring Range: $17.13 - $20.13 Per Hour

Pay Range: $17.13 - $23.13 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.

Pima County Department of Transportation has an opening for an Administrative Assistant II in the Community Relations Division. This position serves as a between the department and the public, engaging with constituents and providing excellent customer service.

This role is the first point of contact at the front desk and supports department operations by handling public inquiries by inputting and researching their requests, signing in customers, routing calls, and ensuring customers are connected to the right person and/or division, as well as helping constituents connect to resources.

 Other responsibilities include, data entry, updating digital records, and electronic files, handle clerical tasks such as managing mail, coordinating couriers, and overseeing specialized tasks like drafting and formatting documents as needed.

This position provides a variety of job responsibilities and opportunities to learn and grow within the department. Work assignments may vary depending on the department's needs and will be communicated to the successful candidate by the supervisor.

The ideal candidate is experienced with written and verbal communication, can provide excellent customer service to everyone they come in contact with, and is ready to engage with the constituents of Pima County. If this sounds like you, 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 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 busi