Job Description Summary

Department - Health

Job Description

Job Type: Classified

Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range

Hiring Range: $21.76 - $25.56 Per Hour 

Pay Range: $21.76 - $29.36 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 IS A GRANT FUNDED POSITION ENDING NOVEMBER 2027.

Selected candidates will be required to obtain a Level 1 Fingerprint Clearance Card as a condition of employment and retain valid status throughout employment.

Are you energized by meaningful work that directly supports families during life’s most important moments? As a Vital Records Administrative Specialist I, you’ll be part of a dynamic, collaborative team that ensures every birth and death record in Pima County is accurate, secure, and handled with care. You’ll be the go‑to expert on vital records regulations and procedures, guiding hospitals, funeral homes, and community members through processes that truly matter. No two days are ever the same—one moment you’re assisting a new parent with an amendment, the next you’re coordinating with a medical facility, or training front‑line staff. Your initiative, attention to detail, and commitment to compassionate service help keep our community moving forward.

Teamwork is at the heart of this role. You’ll partner closely with internal colleagues and external agencies to solve problems, streamline requests, and ensure every record is processed correctly the first time. Whether managing specialized databases, notarizing essential documents, or coordinating complex multi‑stakeholder tasks, you’ll play a key role in keeping our operations running smoothly. You’ll be surrounded by supportive coworkers who value communication, collaboration, and the ability to step in and make things happen.

If you’re someone who thrives in a fast‑paced environment, enjoys helping others, and takes pride in being the person people count on, this position offers an exciting opportunity to make a tangible impact. Join us, and use your skills to ensure vital records are handled with excellence, integrity, and teamwork—while building a fulfilling career in public service.

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