Administrative Specialist I - Procurement

Job Description Summary

Department - Procurement

Job Description

OPEN UNTIL FILLED

Job Type: Classified

Job Classification: 5754 - Administrative Specialist I

Salary Grade: 6

Pay Range

Hiring Range: $21.12 - $24.81 Per Hour

Pay Range: $21.12 - $28.50 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.

_ The first review of applications will be on  03/13/2026. _

This Administrative Specialist I position supports the PCard Program and Vendor Relations Program within the Procurement Department and requires excellent judgment, strong collaboration skills, including the ability to work independently with multiple county departments and the supplier community. The role must adhere to the procurement code, board policies, and procurement procedures where attention to detail is critical. PCard program duties may include: assist and serve as backup for the PCard Services Coordinator; verify cardholder statements are correctly uploaded each month; add or modify user information in Amazon and Staples business accounts; receive new PCards and prepare cardholder agreements; distribute new/renewal cards and collect certificates and signed agreements; prepare monthly compliance reports; audit statements and request additional information as needed; monitor the PCard email inbox and respond promptly. Vendor relations duties may include: assisting and serving as backup for the Vendor Relations Services Coordinator; assisting departments with registration/modification requests; supporting suppliers with registration/updates to their accounts; requesting, receiving, and verifying W-9 forms; monitoring the vendor email inbox and responding promptly. This position also assists with front desk coverage as needed.

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 needs 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 three (3) years experience providing customer service.

• Minimum one (1) year experience reviewing documents for compliance against multiple policies and procedures.

• Minimum one (1) year experience in a clerical role involving organizing and accurately entering information into databases, data systems, or computer programs, with a strong emphasis on attention to detail.

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: 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. Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to maintain the required licensure shall be grounds for termination.

Special Notice: 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 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.