We’re Hiring! Administrative Specialist I (Library Administration)

Apply by September 20, 2024 to be considered for this position at Joel D. Valdez Main Library.

5754 - Administrative Specialist I
Salary: $20.10 - $27.14 Hourly
Job Type: Full Time
Job Number: 2024-01399
Salary Grade: 6

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Are you looking for the opportunity to work on exciting projects and contribute to a mission-driven agency? The Pima County Public Library is pleased to welcome applicants for the Administrative Specialist I position. Duties will rotate as assigned.

Duties may include

• Administrative work as it relates to facilities management.
• Track facilities requests submitted by all library units and departments and submit requests as directed.
• Maintain key inventories.
• Submit and manage surplus requests.
• Maintain Facilities Emergency Action Plans as submitted by units.
• Act as a representative of the facilities team assigned.
• Work with county and other outside agencies as assigned related to facilities projects.
• Attend construction and renovation meetings and complete tasks related to submitting service requests, processing surplus forms, and ordering supplies.
• Assist with furniture and facilities requests process and follow-up as needed related to service requests and ordering.
• Assist the Library Services Manager with evaluating and updating the staff intranet regarding facilities procedures and knowledge base articles.
• Assist with monitoring team email mailbox and promptly responding and re-directing as needed.

This position is at the Joel D. Valdez Main Library in Administration and reports to the Library Services Manager overseeing the Finance and Facilities units.

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

Applications will 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.

We're an Equal Opportunity Employer / Americans with Disabilities Act Compliant / Drug-free Workplace.

Duties/Responsibilities

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.

• 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.

Minimum Qualifications

(1) A Bachelor’s Degree from an accredited college or university with a major in public administration, business administration, management, or a closely-related field as defined by the department head at the time of recruitment.

(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.

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.):

1. Experience working in customer service. 
2. Experience with data entry.
3. Experience submitting facility requests via computer.
4. Experience submitting online supply orders.
5. Experience using desktop computers.
6. Experience using Microsoft Office Suite (Word, Excel, Outlook, Teams).
7. Experience communicating both verbally and written.
8. Experience with multitasking.
9. Experience working with multiple units or organizations outside their work unit.
10. Experience working in a Public Library.       

Selection Procedure: 

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired 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: Some positions within this classification may require specialized certification relative to assignment at the time of appointment or prior to completion of an initial or promotional probation period. Some positions require a valid Arizona Class D driver license at the time of application or prior to completion of an initial or promotional probation period.  Failure to obtain/maintain the required certification/licensures shall be grounds for termination.

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.

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.

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