Job Description

Department - Facilities Management

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range

Hiring Range: $17.37 - $20.41 Per Hour

Pay Range: $17.37 - $23.45 Per Hour

This position is responsible for providing customer service to parking patrons, cash management including bank deposits, invoicing, monthly preparation of reports, and bookkeeping in addition to other duties.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• 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 (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

• Minimum five (5) years of experience in public parking enforcement, parking services, or parking garage operations.

• Minimum three (3) years of customer service experience.

• Minimum three (3) years of experience with Microsoft Office Suite (Word, Excel, and Outlook).

• Experience with/knowledge of applicable bookkeeping practices and procedures.

• Experience with/knowledge of principles of contractual agreements, research techniques, and report compilation.

• Experience counting cash, bank deposits, invoicing, and the preparation of monthly cash receipt comparison reports.

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.Additionalassessments/testing may berequiredas part of the selection process 

Supplemental Information:

Licenses and Certificates Valid driver license isrequiredat time of application. Valid AZ driver license isrequiredat time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review todetermineapplicant’s suitability tooperatecounty vehiclesin accordance withPima County administrative procedures. Failure to obtain andmaintainthe 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 Countyrequirespre-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. Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems.