Administrative Assistant II - Health Department

THIS IS A GRANT FUNDED POSITION ENDING NOVEMBER 2027.

About the Role

The Pima County Health Department is hiring an Administrative Assistant II within the Business Operations Division. This position provides specialized administrative support with an emphasis on coordinating employee travel and assisting with Public Records Requests. The role works closely with department staff to ensure travel arrangements, financial documentation, and public records processes are completed accurately, efficiently, and in accordance with County requirements.

Responsibilities

• Coordinate hotel, airline, and conference reservations.
• Serve as a department purchasing cardholder.
• Prepare travel-related memos and complete final travel reconciliations upon completion of travel.
• Create payment documents in Workday, the County’s financial management system, and support employees with various travel-related administrative needs.
• Handle public records requests by collaborating with department staff to gather responsive information, reviewing documents for content and completeness, and redacting records as appropriate.
• Respond to public and staff by providing general information pertaining to departmental or program activities.
• Answer single- and multi-line telephones, route calls, and relay messages.
• Resolve routine problems in person, by phone, and through correspondence.
• Request specific information by telephone.
• Check documents for completeness and accuracy and issue licenses and permits.
• Type and word process a variety of documents such as correspondence, reports, forms, contracts, requisitions, and claims.
• Edit documents for grammar, punctuation, spelling, and format.
• Code, confirm, enter, update, and retrieve data using automated filing systems.
• Verify accuracy of data entered into the system and correct information by making updates, additions, or deletions as required, and print reports.
• Establish and maintain filing systems and retrieve documents from files as required.
• Research document files and automated records for specific information.
• Copy and distribute materials and act as key operator for copy machines.
• Read, screen, and direct mail and compose answers to routine correspondence.
• Calculate fees, record payments, and balance routine accounts.
• Operate various office equipment such as typewriters, computer terminals, personal computers, facsimile machines, photocopiers, and calculators.
• Perform moderately complex word processing activities such as preparation of charts, graphs, and tables.
• Transcribe a variety of correspondence, reports, and documents from dictating equipment.
• Schedule and arrange meetings, conferences, interviews, and other appointments.
• Train other staff members in office procedures and clerical activities.
• Assign and review the work of staff performing typing, filing, and other routine clerical activities.

Requirements

• Two (2) 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 I position.

Preferred Qualifications

• Experience coordinating travel for a department, division, or group.
• Experience working in Workday or other financial management system.
• Experience with reviewing documents for content, editing skills, and/or redaction processes.
• Experience with Microsoft Office Suite and Adobe Acrobat.

Pay

Hiring Range: $17.90 - $21.03 per hour
Pay Range: $17.90 - $24.16 per hour
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.

Special Notes

• Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to maintain the required licensure shall be grounds for termination.
• The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.
• This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening.

Physical/Sensory Requirements

• Physical and sensory abilities will be determined by position.
• Action Activity: bending.
• Motion Activity: grasping.
• Hearing Activity: none that are essential.
• Speaking Activity: in person and on the phone.