This job was posted by https://www.azjobconnection.gov : For more information, please see: https://www.azjobconnection.gov/jobs/6905358

Job Description Summary

Department - Facilities

Job Description

OPEN UNTILL FILLED

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range

Hiring Range: \$16.54 - \$19.43 Per Hour

Full Range: \$16.54 - \$22.33 Per Hour

Salary offers are based on the candidate\'s equivalent experience and internal equity with other employees within the same job classification.

The first review of applications will be on?02/28/2025.

This position provides support for the Accounts Payable functions in the Facilities Management Department. This is a high-volume activity that requires attention to detail and ability to communicate well with vendors and co-workers. This position supports department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. Your responsibilities will include, managing data entry, updating digital records, maintaining organized electronic files for easy access, handling clerical tasks such as managing mail, coordinating couriers, and operating office equipment like printers and digital communication tools. You will also oversees specialized tasks like drafting and formatting documents to improve operational efficiency. The Administrative Assistant II position differs from the Administrative Assistant I position due to a higher-level complexity of duties.

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.

• Responds to public and staff by providing general information pertaining to departmental or program activities;

• Answers single- and multi-line telephones, routes calls and relays messages;

• Resolves routine problems in person, by phone and through correspondence with complainant;

• Requests specific information by telephone;

• Checks documents for completeness and accuracy and issues licenses and permits;

• Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims;

• Edits documents for grammar, punctuation, spelling and format;

• Codes, confirms, enters, updates, and retrieves data using automated filing systems;

• Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports;

• Establishes and maintains filing systems and retrieves documents from files as required;

• Researches document files and automated records for specific information;

• Copies and distributes materials and acts as key operator for copy machine;

• Reads, screens and directs mail and composes answers to routine correspondence;

• Calculates fees, records payments and balances routine accounts;

• Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;

• Performing moderately complex word processing activities such as preparation of charts, graphs and tables;

• Transcribing a variety of correspondence, reports and documents from dictating equipment;

• Scheduling and arranging meetings, conferences, interviews and other appointments;

• Training other staff members in office procedur s and clerical activities;

• Assigning and reviewing the work of staff performing typing, filing and other routine clerical activities.

\ Minimum Qualifications:

\ Two (2) 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 I position.

Qualifying ed