Salary : $41,828.80 Annually
Location : Tucson, AZ
Job Type: Full Time
Job Number: 2023-01166
Department: Pima Animal Care Center
Division: PAC PAC LICENSING
Opening Date: 07/28/2023
Closing Date: Continuous
FLSA: Exempt
Position Description
OPEN UNTIL FILLED
Salary Grade: 42
Join the Pima Animal Care Center team as an Administrative Specialist where you will play a pivotal role in effectively managing the procurement process. You will be responsible for seamless ordering and receiving of goods and services while ensuring timely payments to vendors in compliance with County procedures. Additionally, you will handle invoicing duties for PACC funding sources and provide backup support for Facilities Management service orders. Your excellent organizational skills and attention to detail will enable you to take on miscellaneous administrative tasks as needed – such as transcribing meeting minutes, coordinating travel, taking inventories, scheduling meeting rooms, and maintaining office equipment. By working collaboratively with other teams, you will help PACC achieve its goal of providing quality care to animals in need.
Apply today to be a part of a team that is making a positive impact in the community!
Duties/Responsibilities
(Work assignments may vary depending on the department’s needs and will be communicated to the applicant or incumbent by the supervisor.)
Provides general professional administrative services for a department, division, or program (work unit) within Pima County;
Works with County personnel and/or outside agencies to coordinate programs and projects and monitors activities;
Coordinates and participates in the provision of internal services such as accounting, payroll, personnel, management information services, and/or purchasing;
Evaluates work unit requirements and recommends new or revised administrative policies and procedures;
Ensures work unit policies, procedures and activities comply with applicable state/federal statutes and regulations and County policy;
Creates and maintains databases using automated information systems to monitor and track information and compiles, edits, and summarizes data to produce routine, periodic and special reports;
Prepares standard work unit intergovernmental agreements (IGA), contracts, and other obligatory agreements;
Participates in preparing work unit budgets and monitors expenditures;
Researches and analyzes data and prepares reports, recommendations, memoranda, letters, and various documents;
May supervise, train and evaluate staff and conduct employee orientation meetings;
May act as a representative of the work unit in meetings with county personnel and/or outside agencies.
KNOWLEDGE & SKILLS:
Knowledge of:
- principles and practices of public administration;
- project/program coordination and implementation;
- applications of automated information systems;
- research/analysis methods and report writing;
- laws, regulations, statutes, policies, and procedures (county/state/federal) applicable to work unit;
- principles and practices of contractual agreements and administration;
- basic accounting, purchasing, and financial record-keeping principles and practices;
- public relations/public speaking/meeting facilitation.
Some positions require knowledge of employee supervision, training, and evaluation.
Some positions require knowledge of terminology and principles, practices and procedures specific to the area of assignment.
Skill in:
- coordinating and prioritizing multiple tasks, projects, and program activities;
- use of automated information systems to develop and maintain databases, spreadsheets, and word processing programs;
- analyzing and evaluating information and processes and making recommendations;
- researching and compiling information and writing reports;
- interpreting and applying statutes, regulations, policies, and procedures;
- communicating effectively;
- organizing, coordinating, and facilitating meetings and events.
Some positions require skill in supervising, training, and evaluating staff.
Minimum Qualifications
(1) A Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely related field and one year of professional experience in public or business administration.
(Relevant professional level experience may substitute for the aforementioned education.)
OR:
(2) Three years of experience within Pima County as an Administrative Support Specialist or closely related paraprofessional administrative classification.
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:(Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):
- Experience with/knowledge of procurement processes, particularly within a government setting, encompassing ordering, tracking, and receiving of goods and services.
- Experience with/knowledge of invoicing and billing, ideally within a government organization.
- Experience with/knowledge of computer software systems, including Microsoft Office Suite, Enterprise Maximo, and/or Advantage.
Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired 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: Some positions within this classification may require specialized certification relative to assignment at the time of appointment or prior to completion of an initial or promotional probation period. Valid driver’s license is required at the time of application. Valid AZ driver’s license and access to a registered/insured vehicle for business travel is required (business mileage reimbursed) 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: Completion of a rabies vaccination cycle is required within two (2) months of hire. Medical inability to be immunized or previous immunization must be verified by the County Physician prior to employment. Recommended boosters are required for the duration of employment, unless medically excused or physiologically unable to develop immunity. Some positions may require fluency in English and a second language as determined by the department. 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.
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.
Pima County provides access to high-quality, affordable healthcare for eligible employees and has an award-winning wellness program. Our plan is designed to ensure a high level of coverage and financial protection. Read more about our benefits program by