Arizona Staffing
Administrative Specialist I - Procurement
Arizona Staffing, Tucson, Arizona, United States, 85718
Administrative Specialist I
This position in our Procurement Department will support the Contract Processing Program and serve as the primary contact for Human Resources functions for the department, including roles as the Department Personnel Representative (DPR), Department Benefits Representative (DBR), and Equal Employment Opportunity (EEO) Officer. A high level of accuracy, confidentiality, and attention to detail is essential. This position also assists with front desk coverage. Contract Processing Program Responsibilities: Assist and serve as backup to the Contracts Program Coordinator; Review contract documents for accuracy, completeness, and compliance with county policies and procedures; Provide guidance and support to countywide staff in processing contract-related documents; Approve transactions in Workday and manage document imports and updates in OnBase; Maintain organized filing systems and oversee document archiving. HR Responsibilities: Review and process HR info while maintaining strict confidentiality; Attend HR meetings and distribute relevant updates and information to department staff; Coordinate and manage all departmental recruitments, from job posting through onboarding. 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 departments need and will be communicated to the applicant or incumbent by the supervisor. Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program-specific functions; Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff; Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues; Coordinates, schedules, and organizes unit, program, or departmental calendars and meetings; Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims, and fund transfers; Creates, maintains, and/or directs the maintenance of specialized databases, including inputting and retrieving data and producing complex computer-based reports; Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors, and service providers; Researches, compiles, and performs initial analysis of information, and prepares routine, recurring, and special reports, correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisory review and approval; Compiles and summarizes statistical and operational data, and prepares periodic and special reports; Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities; Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created.
This position in our Procurement Department will support the Contract Processing Program and serve as the primary contact for Human Resources functions for the department, including roles as the Department Personnel Representative (DPR), Department Benefits Representative (DBR), and Equal Employment Opportunity (EEO) Officer. A high level of accuracy, confidentiality, and attention to detail is essential. This position also assists with front desk coverage. Contract Processing Program Responsibilities: Assist and serve as backup to the Contracts Program Coordinator; Review contract documents for accuracy, completeness, and compliance with county policies and procedures; Provide guidance and support to countywide staff in processing contract-related documents; Approve transactions in Workday and manage document imports and updates in OnBase; Maintain organized filing systems and oversee document archiving. HR Responsibilities: Review and process HR info while maintaining strict confidentiality; Attend HR meetings and distribute relevant updates and information to department staff; Coordinate and manage all departmental recruitments, from job posting through onboarding. 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 departments need and will be communicated to the applicant or incumbent by the supervisor. Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program-specific functions; Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff; Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues; Coordinates, schedules, and organizes unit, program, or departmental calendars and meetings; Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims, and fund transfers; Creates, maintains, and/or directs the maintenance of specialized databases, including inputting and retrieving data and producing complex computer-based reports; Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors, and service providers; Researches, compiles, and performs initial analysis of information, and prepares routine, recurring, and special reports, correspondence, memoranda, personnel forms, operations manuals, and other documents for supervisory review and approval; Compiles and summarizes statistical and operational data, and prepares periodic and special reports; Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities; Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created.