Job Description Summary

Department - Attractions & Tourism

Job Description

OPEN TO CURRENT PIMA COUNTY EMPLOYEES ONLY

Job Type: Classified

Job Classification - 5671 - Administrative Specialist II

Salary Grade: 8

Pay Range

Hiring Range: $48,422 - $56,908 Annually 

Pay Range: $48,422 - $65,395 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 Attractions & Tourism Department is seeking an Administrative Specialist II who will play a crucial role in supporting various operational tasks. While the position generally follows regular business hours, the selected individual must be available to work outside of traditional hours on limited occasions. This position will also have a supportive role in the Southern Arizona Heritage and Visitor Center, which is operated by the department and Visit Tucson. As the Administrative Specialist II you will be responsible for opening and closing the Southern Arizona Heritage and Visitor Center Gift Shop, daily Monday through Friday, specifically overseeing the cash handling of the part-time gift shop staff at open and close. This role will also help to manage the store’s inventory and quarterly reconciliation of its consignment accounts and will process the deposits and cash receipts for the store’s daily sales. This is not a traditional retail sales position, but this position will have training to back up gift shop sales staff if needed.

 

Responsibilities of the Administrative Specialist encompass a wide range of administrative duties. These include handling phone calls, greeting visitors, communicating building security procedures to staff, and providing general information to the public. The role also involves collaborating with County personnel and external agencies to coordinate programs and projects, monitoring activities, and facilitating internal services like accounting, payroll, personnel, management information services, and purchasing. Additionally, the selected individual will evaluate work unit requirements and recommend administrative policies and procedures, ensuring compliance with applicable regulations and County policy. Maintaining databases, generating reports, assisting in grant coordination, drafting and updating contracts, preparing agendas and minutes, gift shop cash drawer and inventory management, and documenting department policies and procedures are also essential tasks. You will also be responsible for managing staff calendars, organizing meetings, and events, and may represent the department at various meetings, conferences, and community events when necessary. The Administrative Specialist should be flexible in taking on other assigned duties as needed.

 

This professional administrative position also serves as the receptionist and first point of contact in the office, requiring excellent communication and customer services skills, ability to multi-task and manage time effectively, strong attention to detail, and proficiency using Microsoft Office and Adobe Acrobat programs. A degree in business management, organization, or communication and/or five years of experience working in a similar professional administrative role is preferred. 

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 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 profe