Job Description Summary

Department - County Free Library

Job Description

Job Type: Classified

Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range

Hiring Range: $20.83 - $24.47 Per Hour 

Pay Range: $20.83 - $28.11 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 Administrative Specialist I provides support for staff by being the first point of contact for HR-related queries. As an Administrative Specialist I, the primary responsibilities will include maintaining personnel records, managing essential HR documents such as employment records and onboarding guides, and updating internal databases to ensure accuracy and compliance. We seek a candidate with a solid background in HR procedures who can effectively administer various administrative tasks in a timely manner.

The ideal candidate will possess excellent organizational skills and a keen attention to detail, ensuring that our HR department not only supports our employees but also adheres to all labor laws and regulations. The role will be crucial in creating a positive work environment and facilitating smooth HR operations.

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 reports;

• Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities;

• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created;

• Establishes and maintains specialized reference files and reference materials.

Minimum Qualifications:

Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely related field as defined by the department head at the time of recruitment.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, or closely related professional administrative classification.

Qualifying education and experience must be clearly documented in the "Education" and "Work Experienc