Administrative Assistant II - CHFS

Administrative Assistant II

The Consumer Health & Food Safety (CHFS) Division at the Pima County Health Department is looking for a dependable and detail-oriented Administrative Assistant II to join our team. In this role, you'll help keep our operations running smoothly by answering public inquiries, routing calls, and making sure communication flows easily between staff and the community.

You'll also be responsible for keeping digital records up to date, organizing electronic files, and handling a variety of everyday office tasks like managing mail, coordinating couriers, and using office equipment and digital communication tools. In addition, you'll have opportunities to work on special projects, such as drafting and formatting documents to help improve how we serve the public.

This position is a step up from the Administrative Assistant I role, involving more complex tasks and a greater level of independence. If you enjoy working in a fast-paced environment and supporting a team dedicated to protecting public health, this could be the perfect fit for you.

Essential Functions :

• Responds to public and staff by providing general information pertaining to departmental or program activities;
• Answers single- and multi-line telephones, routes calls and relays messages;
• Resolves routine problems in person, by phone and through correspondence with complainant;
• Requests specific information by telephone;
• Checks documents for completeness and accuracy and issues licenses and permits;
• Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims;
• Edits documents for grammar, punctuation, spelling and format;
• Codes, confirms, enters, updates, and retrieves data using automated filing systems;
• Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports;
• Establishes and maintains filing systems and retrieves documents from files as required;
• Researches document files and automated records for specific information;
• Copies and distributes materials and acts as key operator for copy machine;
• Reads, screens and directs mail and composes answers to routine correspondence;
• Calculates fees, records payments and balances routine accounts;
• Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;
• Performing moderately complex word processing activities such as preparation of charts, graphs and tables;
• Transcribing a variety of correspondence, reports and documents from dictating equipment;
• Scheduling and arranging meetings, conferences, interviews and other appointments;
• Training other staff members in office procedures and clerical activities;
• Assigning and reviewing the work of staff performing typing, filing and other routine clerical activities.

Minimum Qualifications :

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. Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications :

Selection Procedure : Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated / scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments / testing may be required as part of the selection process.

Supplemental Information :

Licenses and Certificates : Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant's suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services' review and approval of the candidate's driving record.

Special Notice Items : 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.

Physical / Sensory Requirements : Physical and sensory abilities will be determined by position.

Working Conditions : Working conditions will be determined by the position.

EEO Information : Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.