Now Hiring Administrative Specialist!

Position Description

Provides general professional Administrative Services to Library Administration.

About the Department: The Pima County Public Library system has 27 libraries throughout Pima County.
Our Vision: Our Vision is an educated, connected community of readers, learners, doers, and dreamers.
Our Mission: We transform lives by educating, inspiring, and connecting people.

Our Values:
Education: We learn and teach every day.
Excellence: We exceed expectations.
Freedom: We defend the right to read and to know. We are free and open to all.
Diversity: We serve everyone. We find strength in celebrating our differences.
Innovation: We dream big. Anything is possible.
Community: We work with our community to improve lives.
Passion: We love what we do.

For more information about the Pima County Public Library, please visit our website at https://www.library.pima.gov

Equal Opportunity Employer / Americans with Disabilities Act Compliant / Drug-Free Workplace

Additional Information:
Applicants meeting minimum qualifications will be evaluated further based on their supplemental questionnaire responses. Applications will also be evaluated against some (or all) of the preferred qualifications listed above. Forty (40) hours per week is the standard calculation measurement for full-time experience; For less than forty (40) hours, the calculation of time is prorated accordingly. Top-scoring candidates will be offered an interview (date/time – TBD). 

• 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;
• Establishes and maintains specialized reference files and reference materials.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

(2) One year with Pima County as an Administrative Assistant III, Administrative Assistant Supervisor, or closely-related professional administrative classification.

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.

1. Strong written and verbal communication skills in English. 
2. Working experience offering customer service.
3. Strong office management and organizational skills.
4. Excellent working experience using Microsoft Office Excel.
5. Experience in recruitment, employee relations, payroll, and/or HR policy.
6. Experience and knowledge of US Equal Employment Opportunity Commission federal laws. 
7. Experience with HRIS (Human Resources Information Systems) such as Workday and other HR-related software. 
8. Experience in record-keeping and creating personnel-related documentation. 
9. Working experience handling confidential information.
10. Experience with career development and performance appraisal processes.