Administrative Assistant

Administrative Assistant III

The Pima County Health Department is seeking a highly organized, professional, and motivated Administrative Assistant III to support daily operations and administrative functions. This position is essential in maintaining efficient communication, coordinating office activities, and providing administrative support to leadership, staff, and community partners. The ideal candidate will possess strong customer service skills, excellent attention to detail, the ability to manage multiple priorities, and a commitment to supporting public health programs and initiatives that benefit the community.

In this role, the Administrative Assistant III will work in a fast-paced environment providing advanced administrative support, coordinating office processes, maintaining records and reports, assisting with scheduling and project coordination, and supporting departmental operations. We are seeking a dependable, adaptable, and collaborative individual who is dedicated to delivering high-quality service and contributing to the mission of improving the health and well-being of Pima County residents.

Essential Functions:

• 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 and 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 various office equipment such as typewriters, computer terminals and personal 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, to include 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. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

• Minimum three (3) years of administrative or office support experience within healthcare, public health, or government setting.
• Experience coordinating schedules, maintaining confidential records, preparing reports, and supporting multiple programs or leadership staff in a fast-paced environment.
• Experience with Microsoft Office Suite, electronic health record systems, and other database or scheduling platforms including communicating professionally with staff, community partners, and the public.

Selection Procedure: Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information:

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. Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.

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.