Administrative Specialist III - Clerk of the Board

OPEN TO CURRENT PIMA COUNTY EMPLOYEES ONLY

About the role

The Pima County Clerk of the Board’s Management of Information and Records Division is seeking a highly skilled Administrative Specialist III with strong expertise in records management. This position serves as office lead for a team of one Administrative Specialist and three Records Management Specialist staff. In this role, you will exercise considerable judgment and discretion in handling sensitive information and making decisions that impact organizational efficiency. Additionally, you may be responsible for training and mentoring junior administrative staff and serving as a resource for resolving complex administrative issues.

Responsibilities

• Provides leadership to administrative staff while performing 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 the specialized work unit.
• Provides information, status, and recommendations to department directors, division managers, and professional staff regarding the area of assignment and responds to public inquiries interpreting work unit and county policies and procedures.
• Ensures work unit policies, procedures, and activities comply with applicable federal/state statutes and regulations and county policy.
• Oversees internal services such as accounting, payroll, personnel, management information services, and/or purchasing.
• Represents the work unit at various meetings, conferences, or on committees and provides specialized expertise related to the area of assignment.
• Develops, maintains, and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes.

Requirements

• Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment. (Relevant experience and/or education from an accredited college or university may be substituted.)
• Or two years with Pima County as an Administrative Specialist II or closely related professional administrative classification.
• Valid driver license is required at the time of application. Valid AZ driver license is required at the time of appointment.
• The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine suitability to operate county vehicles in accordance with Pima County administrative procedures.

Preferred Qualifications

• Experience with micrographic equipment, working in a records management warehouse, and preparing County-specific documentation for archival of records per county/state/federal records retention guidelines.
• Experience coordinating and prioritizing multiple tasks and assignments.
• Experience with Microsoft Office Suite and Adobe Pro.
• Experience maintaining policies and procedures.
• Experience working with automated records systems to maintain data and produce reports and/or documents.

Pay

Hiring Range: $53,872 - $64,625 Annually
Pay Range: $53,872 - $75,379 Annually

The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

Physical/Sensory Requirements

• Physical and sensory abilities will be determined by position.
• Action Activity: none
• Motion Activity: simple and firm grasping, fine movement
• Hearing Activity: in noisy areas, on a radio, behind themselves, and equipment alarms
• Speaking Activity: in person and on the phone
• Vision: may be required to operate a motor vehicle, distinguish colors, have depth perception, and have peripheral vision