Administrative Assistant II - Health Department

Administrative Assistant II

The Pima County Health Department is hiring two Administrative Assistant II positions within the Business Operations Division. These positions provide customer-focused administrative and recruitment support, with an emphasis on ensuring fair, organized, and timely recruitment and interview processes. The positions partner with hiring managers, candidates, staff, and HR to prepare recruitment materials, coordinate interviews, support communication, and serve as Equal Employment Opportunity (EEO) monitors.

The roles require detail-oriented and professional individuals committed to delivering responsive service and supporting the recruitment of qualified staff while maintaining accuracy and consistency in all processes.

In addition to recruitment duties, these positions support the departmental phone team by answering calls, routing inquiries, and providing information, and assist with public records requests by collecting and tracking responsive documents. The roles also provide general administrative support to the Business Operations unit, including accounts payable/receivable processing, meeting minutes, phone tree updates, and special projects, requiring flexibility, collaboration, and strong attention to detail.

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:

• Experience supporting human resources, personnel, or employment units within a department or agency.
• Experience providing customer service in person and/or by phone.
• Experience serving as an interview monitor, Equal Employment Opportunity monitor, or similar role.
• Experience with Microsoft Office Suite.
• Experience with organizational policies, procedures, and regulatory requirements.

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…