Administrative Assistant II - Pima Animal Care Center

Job Description Summary

Department - Pima Animal Care Center

Job Description

OPEN TO CURRENT PIMA COUNTY EMPLOYEES ONLY

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Hiring Pay: $17.90 Per Hour

Pima Animal Care Center is looking to add an experienced part-time Administrative Assistant II to support our Rescue operations. This position supports department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. The Administrative Assistant II manages data entry, updates digital records, and maintains organized electronic files for easy access. Additionally, this role handles clerical tasks such as managing mail, coordinating couriers, and operating office equipment like printers and digital communication tools.

This position also oversees specialized tasks like drafting and formatting documents to improve operational efficiency. The Administrative Assistant II position differs from the Administrative Assistant I position due to a higher-level complexity of 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 three (3) years experience in an administrative position.

* Minimum one (1) year experience providing administrative support to animal rescues.

* Minimum one (1) year experience working in an animal shelter.

* Minimum one (1) year experience working with animal sheltering software.

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…