Administrative Specialist I - Joel D. Valdez Main Library

Job Description Summary Department - County Free Library Job Description Job Type: Classified Job Classification: 5754 - Administrative Specialist I Salary Grade: 6   Pay Range Hiring Range: $21.76 - $25.56 Per Hour  Pay Range: $21.76 - $29.36 Per Hour  Range Explanation: Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity. Pay Range is the entire compensation range for the position. Join the Pima County Public Library Team! Pima County Public Library is looking for an Administrative Specialist I to join our team to support financial functions throughout the department.  This position provides essential administrative and financial support, including processing invoices, purchasing, maintaining financial records, tracking expenditures, data entry, and assisting with daily department operations. The ideal candidate is organized, detail-oriented, and enjoys working with numbers, records, and people. Join a team that helps support the financial operations of a dynamic library system serving 27 library locations. This position requires the ability to report to, and travel between, assigned library locations during the workday within a reasonable timeframe. 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 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:    Associate’s Degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined 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 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.):  Minimum one (1) year experience using Workday Finance or a similar financial management system to enter, process, track, or maintain financial information. Minimum one (1) year experience using Microsoft Word, Excel, Outlook, and Adobe Acrobat to prepare, maintain, organize, and communicate information. Minimum one (1) year customer service experience providing assistance, responding to inquiries, resolving routine issues, communicating with customers, employees, or the public. Minimum one (1) year experience handling cash, payments, receipts, or other financial transactions, including maintaining accurate records and reconciling transactions. Minimum one (1) year experience working in a public-sector organization, library, or similar community-serving organization, performing administrative, financial, or operational support duties. Selection Proce dure :   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 qualificati