Administrative Specialist I - Office of Emergency Management

Administrative Specialist I

Pima County Office of Emergency Management has an opening for an Administrative Specialist I to join our team. This grant-funded position assists with daily office operations, purchasing, budgeting, grant coordination, recordkeeping, and communication with internal and external partners. The role requires strong organizational, communication, and problem-solving skills, with the ability to work effectively during routine operations and emergency activations. Willingness to work extended or unpredictable hours during emergency or disaster response operations as needed is a must in this role.

Essential Functions :

• Coordinates unit activity with other departments and acts as an internal departmental coordinator for support activities.
• Responds to public and staff inquiries and provides information or resolves problems.
• Represents unit / department on various committees and working groups.
• Coordinates, schedules, and organizes unit, program, or departmental calendars and meetings.
• Leads and participates in the preparation and processing of accounting documentation.
• Creates, maintains, and / or directs the maintenance of specialized databases.
• Coordinates and monitors standard departmental agreements with other agencies.
• Researches, compiles, and performs initial analysis of information and prepares reports, correspondence, and other documents.
• Compiles and summarizes statistical and operational data and prepares periodic and special reports.
• Compiles information utilized in unit budget preparation, monitors expenditures, and reports on program budget activities.
• Conducts and documents confidential inquiries for management and maintains appropriate security and confidentiality.
• Establishes and maintains specialized reference files and reference materials.

Minimum Qualifications :

Associate's Degree from an accredited college or university in one of the following disciplines : 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. One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.

Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the 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. Some positions may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial / promotional probation.

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.