Administrative Assistant III Job at Pima County Government in Tucson

Overview

Administrative Assistant III role at Pima County Government (Sheriff's Department).

Job posted on azjobconnection.gov; this description includes responsibilities, qualifications, and compensation details.

Job Details

• Job Type: Classified
• Job Classification: 5838 - Administrative Assistant III
• Salary Grade: 4
• Pay Range: See Hiring Range below
• Hiring Range: $18.89 - $22.19 per hour
• Pay Range (Total): $18.89 - $25.50 per hour
• Range Explanation: The hiring range is an estimate of where you may receive an offer. The actual salary offer will consider factors such as skills, qualifications, experience, education, licenses, training, and internal equity.

Responsibilities

The Administrative Assistant III position supports department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. Responsibilities include data entry, updating digital records, and maintaining organized electronic files for easy access. You will also handle clerical tasks such as managing mail, coordinating couriers, and operating office equipment (e.g., printers, digital communication tools). The role may involve drafting and formatting documents to improve operational efficiency and carries a higher level of complexity than Administrative Assistant II.

Essential Functions

As defined under the Americans with Disabilities Act, this classification may include various tasks, knowledge, skills, and other characteristics. This list is illustrative and not exhaustive; work assignments may vary by department needs and will be communicated by the supervisor.

• Answers general procedural questions from the public concerning specialized documents.
• Provides detailed information in response to queries concerning unit operations.
• Compiles information and prepares and types a variety of documents, such as correspondence, reports, and specialized file data.
• Reviews and sorts documents, creates new records, and inputs/retrieves information using automated systems.
• Prepares and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges.
• Researches manual and automated systems to gather or verify data needed for processing activities.
• Creates and maintains spreadsheets and databases using packaged software.
• Assigns and reviews the work of staff performing typing, filing and other routine clerical activities.
• Operates office equipment such as typewriters, computers, facsimile machines, photocopiers, and calculators.
• Processes claims, purchase orders and contracts for payment to vendors and contractors, and verifies accuracy of billing charges against ledgers, invoices and contracts.
• Establishes, posts, and maintains manual and automated bookkeeping systems.
• Verifies fees for permits of services, receives payments, and issues receipts.
• Establishes files for audit trail purposes, including identifying, locating, and filing audit documentation.
• Contacts debtors to collect accounts receivable and monitors payment arrangements.
• Coordinating paperwork for the referral, admission, transfer or discharge of patients from a hospital unit or clinic.
• Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process.
• Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services.

Minimum Qualifications

• Three (3) 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 II position.
• Qualifying education and experience must be clearly documented in the “Education” and “Work Experience” sections of the application.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative