Administrative Specialist I - CMHA

Administrative Specialist I

The Pima County Health Department is seeking a proactive Administrative Specialist I to support the Community Mental Health and Addiction (CMHA) Division. Under the direct supervision of the CMHA Public Health Program Manager, this role involves managing office supplies, coordinating schedules, and providing exceptional support to team members.

The Administrative Specialist I plays a key role in keeping daily operations running smoothly, ensuring efficiency, and enhancing the overall effectiveness of the CMHA division in delivering essential public health services to the community. If you're organized, adaptable, and thrive in a collaborative environment, this is an excellent opportunity to contribute meaningfully to a dynamic team.

Essential Functions :

• 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 :

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 : 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 :

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. 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 :

Valid driver license is required at time of application. 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. Some positions may require certification as a Notary Public by the State of Arizona at the time of appointment or prior to completion of initial / promotional probation. 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. 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.