Administrative Specialist

Company: Pinal County
Location: Florence
Posted on: August 1, 2022

Job Description:

Overall Job Objective

Description

Notice to applicants: This is a county wide internal promotional opportunity for current employees of Pinal County ONLY. You must be a current employee in order to be considered for this position.
The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries above the first quartile require additional approval.
JOB SUMMARY
Perform a wide variety of administrative and technical support functions of a highly responsible nature in relieving a Director or Elected Official of technical, organizational and administrative duties under basic supervision. Example of Duties Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description.

TYPICAL CLASSIFICATION ESSENTIAL DUTIES:

• Perform experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, research, and providing informed and confidential technical assistance to customers and perform duties in accordance with County policy and procedures and within scope of authority.
• Use knowledge of County policies and state and federal regulations to assist work group with County administrative support functions, technical procedures, and program administration, explain rules, policies, and procedures, and work independently, and make appropriate decisions based on experience.
• Exercise initiative in performing technical assignments and resolving problems, develop and create technical and operational documents and reports, apply judgment and knowledge of the operations of the work group to resolve problems and make work process decisions, and refer matters requiring policy interpretation to supervisor for resolution.
• Manage special projects and programmatic assignments, covering a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department and create, review, edit, and process memoranda, technical documents, and other communications.
• Maintain department files and library, collect and compile statistical data, develop and create administrative, technical, and statistical reports, and update manual and computer records and tracking systems.
• Purchase and distribute supplies and equipment and manage inventory, work with vendors, verify deliveries and services, and resolve customer service and technical issues.
• Work on budgets, travel expenses, reimbursements, and/or financial reports, as assigned.
• Provide experienced customer service, information, and assistance to visitors, staff, and others having business with the County using knowledge of County policies and procedures and assist customers with requests, applications, government forms, and other documents.
• May supervise daily activities of clerical staff.
• Work on various assignments, special projects, special program activities, and coordinating activities for Managers and Directors.
• Review, research, and provide informed and confidential technical assistance to Managers, staff, and customers.
• Explain policies and procedures to staff and make appropriate decisions based on experience.
• Work independently and exercise initiative in performing technical assignments and resolving problems.
• Manage Directors, Deputy Directors and/or other calendars, scheduling of meetings and coordinating activities.
• Assist in various aspects of the recruitment process.
• Maintain absolute confidentiality of work-related issues, customer records, and restricted County information.
• Perform other related duties as required. Minimum Requirements MINIMUM REQUIREMENTS TO PERFORM WORK:
  • High school diploma or GED equivalent.
  • Four (4) years of progressive administrative, computer, and accounting experience.
  • Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements. PREFERRED QUALIFICATIONS:
    
    • Valid Arizona State Driver's License.
    • Associate's Degree.
    • Specific technical training and certification may be required for some incumbents. Supplemental Information KNOWLEDGE, SKILLS, AND ABILITIES:
      • Knowledge of applicable policies, procedures, and regulations covering specific areas of assignment.
      • Knowledge of Federal and state laws and local ordinances covering specific areas of assignment.
      • Knowledge of County administration policies, including accounting, budgeting, payroll, and personnel regulations.
      • Knowledge of principles of record keeping, scheduling records retention, and confidential records management.
      • Knowledge of specialized County and state agency technical forms, software applications, and network operating environments.
      • Knowledge of customer service principles, protocols and methods.
      • Knowledge of business computers and standard MS Office software applications.
      • Skill in interpreting and explaining policies and procedures of assigned department.
      • Skill in researching, compiling, and reviewing data for special projects, and preparing narrative and statistical reports.
      • Ability to work independently and maintain composure and confidentiality.
      • Ability to work effectively in a high-pressure, multi-tasking environment with changing priorities.
      • Ability to understand and apply relevant rules, ordinances, codes, regulations, policies, procedures, administrative orders, and other governing regulations.
      • Ability to use initiative and independent judgment within established procedural guidelines.
      • Ability to meet critical time deadlines.
      • Ability to plan, organize and supervise staff, as assigned.
      • Ability to perform duties in accordance with County policy and procedures, and within scope of authority.
      • Ability to provide effective and quality customer service and deal tactfully and courteously with the public.
      • Ability to follow verbal and written instructions and procedures.
      • Ability to communicate effectively orally and in writing.
      • Ability to establish and maintain effective working relationships with co-workers. PHYSICAL DEMANDS:
        The work is sedentary requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The work also requires the ability to finger, feel, handle, reach, perform repetitive motion, hear, speak, stoop, and demonstrate mental and visual acuity.
        
        WORK ENVIRONMENT:
        Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Keywords: Pinal County, Gilbert , Administrative Specialist, Administration, Clerical , Florence, Arizona