Administrative Specialist III - Clerk of the Board

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.
• Pay Range is the entire compensation range for the position. 

The Pima County Clerk of the Board’s Management of Information and Records Division is seeking a highly skilled Administrative Specialist III with strong expertise in records management. One of the primary functions of this position includes office lead for a team of one Administrative Specialist and three Records Management Specialist staff. In this role you will exercise considerable judgment and discretion in handling sensitive information and making decisions that impact organizational efficiency. Additionally, you may be responsible for training and mentoring junior administrative staff and serving as a resource for resolving complex administrative issues.

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.

• Provides leadership to administrative staff while performing 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.

• Experience with micrographic equipment, working in a records management warehouse and preparing County-specific documentation for archival of records per county/state/federal records retention guidelines.
• Experience coordinating and prioritizing multiple tasks and assignments.
• Experience with Microsoft Office Suite and Adobe Pro.
• Experience maintaining policies and procedures.
• Experience working with automated records systems to maintain data and produce reports and/or documents.

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 employment with the County.  

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position. Action Activty - none; Motion Activity - simple and firm grasping, fine movement; Hearing Activity - in noisy areas, on a radio, behind themselves and equipment alarms; Speaking Activity - in person and on the phone; Vision - may be required to operate a motor vehicle, distinguish colors, have depth perception and have periperhal vision.

Working Conditions: Working conditions will be determined by the position. 

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.