Administrative Assistant II - Recorders Office

Administrative Assistant II – Recorders Office

Location: Tucson, AZ

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range: $17.13 – $23.13 per hour

Hiring Range: $17.13 – $20.13 per hour (estimate)

Job Description

Summary:


Department - Recorder's office.

Pima County Recorder's Office is hiring an Administrative Assistant II to provide general professional administrative services. This position supports department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. The Assistant manages data entry, updates digital records, and maintains organized electronic files for easy access. They handle clerical tasks such as managing mail, coordinating couriers, and operating office equipment like printers and digital communication tools.

The role includes drafting and formatting documents to improve operational efficiency. This position differs from the Administrative Assistant I due to higher-level complexity of duties.

• 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;
• Performs moderately complex word processing activities such as preparation of charts, graphs and tables;
• Transcribes 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.

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.

• Experience prioritizing assignments, time management, and allocating resources in a rapidly changing environment.
• Experience with specialized administrative programs utilized by Pima County such as Workday, Maximo, etc.
• Experience with Microsoft Office Suite, including Teams, Excel, and Word.
• Experience composing and editing written materials.
• Experience in interdepartmental relations and communicating with the various departments of Pima County.
• Experience with learning advanced computer programs.
• Experience in working independently, or unsupervised.

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All…