Administrative Specialist II - Community & Workforce Development

Administrative Specialist II

We are seeking a highly organized, compassionate, and customer-focused professional to serve as the first point of contact at Pima County's Housing Center, home to Pima County's Community Action Agency, the Outside Agency Program, and the Homelessness Prevention Hub. The ideal individual will thrive in a fast-paced, service-oriented environment, skillfully managing reception activities while providing accurate information, connecting community members to resources, and supporting essential administrative operations.

This role is perfect for someone who is dependable, detail-driven, and passionate about helping our community navigate housing and community assistance services.

Essential Functions:

• Provides complex administrative services of a specialized nature to a department, division, or program within Pima County;
• Negotiates and establishes Intergovernmental Agreements (IGA), contracts and other obligatory agreements and monitors compliance;
• Prepares work unit budgets, oversees expenditures, performs cost and statistical analyses and prepares reports and recommendations;
• Performs research, prepares written reports and recommendations and informs management of issues, concerns and problems of specialized work unit;
• Provides information, status, and recommendations to department directors, division managers and professional staff regarding area of assignment and responds to public inquiries interpreting work unit and county policies and procedures;
• Ensures work unit policies, procedures and activities comply with applicable federal/state statutes and regulations and county policy;
• Oversees internal services such as accounting, payroll, personnel, management information services and/or purchasing;
• Represents work unit at various meetings, conferences, or on committees and provides specialized expertise related to area of assignment;
• Develops, maintains and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes.

Minimum Qualifications:

• Associate's Degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment AND one year of professional experience in public or business administration.
• OR:
  One year with Pima County as an Administrative Specialist I or closely related professional administrative classification.

Preferred Qualifications:

• Minimum two (2) years experience managing high-volume phone and in-person traffic, while maintaining professionalism, accuracy, and customer service, in a fast-paced setting providing support in a social service, housing assistance, or community resource center environment.
• Minimum two (2) years experience using Microsoft Office Suite, scheduling platforms (Teamup or Squarespace/Acuity), ERP systems (Workday), and client-tracking systems (ESN).
• Minimum two (2) years experience handling purchasing cards (PCard), supply ordering, and reconciling transactions accurately.
• Minimum two (2) years experience creating, updating, and formatting policies, forms, sign-in sheets, resource materials, and other official documents.
• Minimum one (1) year experience working with vulnerable populations, including individuals facing housing instability or financial hardship.
• Bilingual (English/Spanish - speaking, reading, writing).

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 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:
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…