The Attractions & Tourism Department is seeking an Administrative Specialist II who will play a crucial role in supporting various operational tasks. While the position generally follows regular business hours, the selected individual must be available to work outside of traditional hours on limited occasions. This position will also have a supportive role in the Southern Arizona Heritage and Visitor Center, which is operated by the department and Visit Tucson. As the Administrative Specialist II you will be responsible for opening and closing the Southern Arizona Heritage and Visitor Center Gift Shop, daily Monday through Friday, specifically overseeing the cash handling of the part-time gift shop staff at open and close. This role will also help to manage the store’s inventory and quarterly reconciliation of its consignment accounts and will process the deposits and cash receipts for the store’s daily sales. This is not a traditional retail sales position, but this position will have training to back up gift shop sales staff if needed.

Responsibilities of the Administrative Specialist encompass a wide range of administrative duties. These include handling phone calls, greeting visitors, communicating building security procedures to staff, and providing general information to the public. The role also involves collaborating with County personnel and external agencies to coordinate programs and projects, monitoring activities, and facilitating internal services like accounting, payroll, personnel, management information services, and purchasing. Additionally, the selected individual will evaluate work unit requirements and recommend administrative policies and procedures, ensuring compliance with applicable regulations and County policy. Maintaining databases, generating reports, assisting in grant coordination, drafting and updating contracts, preparing agendas and minutes, gift shop cash drawer and inventory management, and documenting department policies and procedures are also essential tasks. You will also be responsible for managing staff calendars, organizing meetings, and events, and may represent the department at various meetings, conferences, and community events when necessary. The Administrative Specialist should be flexible in taking on other assigned duties as needed.

This professional administrative position also serves as the receptionist and first point of contact in the office, requiring excellent communication and customer services skills, ability to multi-task and manage time effectively, strong attention to detail, and proficiency using Microsoft Office and Adobe Acrobat programs. A degree in business management, organization, or communication and/or five years of experience working in a similar professional administrative role is preferred. 

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: Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. 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. 

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. 

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.