5805 - Administrative Assistant Supervisor (Mailroom Financial Operations Division) - Pima County, AZ : Job Details

OPEN UNTIL FILLED

Salary Grade: 5

Pima County's Department of Finance and Risk Management seeks a motivated and skilled professional to lead our Mailroom and Records team as an Administrative Assistant Supervisor within our Financial Operations Division. As supervisor of the mailroom and records management team, you'll lead a team in collecting, distributing, and managing incoming and outgoing mail, as well as organizing electronic records. Strong organizational and multitasking skills are a must, along with excellent communication and interpersonal abilities. Your responsibilities include supervising mail collection, managing delivery routes, preparing outgoing mail, and overseeing records processing while ensuring compliance with established procedures. This position requires lifting and handling heavy mail totes and boxes. A valid Arizona Class D driver's license and a clean driving record are required for this position. If you're a motivated professional with a passion for efficient operations, join us and contribute to our success. Apply today and become a valued leader in our team!

The first review of applications will be on 10/18/2024.

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.

* Supervises and coordinates office support staff, determines work priorities for the unit, assigns work to ensure timely workflow, and participates in production activities of the work unit;

* Evaluates employee performance, makes recommendations on hiring, termination, and related personnel activities and initiates progressive discipline process as necessary;

* Develops and conducts training programs for unit employees;

* Identifies operational problems and develops and implements new or revised procedures;

* Ensures appropriate procedures are followed in a timely manner and within regulatory compliance guidelines;

* Supervises service activities, provides requested and specialized information according to established department policy and resolves problems and complaints which cannot be resolved by staff;

* Prepares correspondence and reviews work unit correspondence for accuracy;

* Coordinates unit activity with other departmental sections or divisions and with other county departments or outside agencies;

* Evaluates automated information system applications, products, and programs for unit use, maintains and participates in database input and retrieval, and assists information services staff in resolving production difficulties;

* Compiles statistical and operational data and prepares periodic and special reports;

* Establishes filing procedures and supervises maintenance of unit files;

* May participate in unit budget preparation and monitoring.

(1) Four (4) years of clerical experience, which includes one year performing lead or supervisory duties.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

(2) Two years with Pima County in an Administrative Assistant III position.

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.):

* Previous experience in a supervisory or leadership role, preferably in mailroom operations or records management.

* Experience/knowledge of USPS regulations and mailroom equipment, such as postage meters and mail sorting machines.

* Experience/knowledge of Excel, Word, Outlook, and automated information systems.

* Experience with all tasks of mail services processing including mail runs (walking and driving), sorting, and packaging of mail delivery.

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.

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. 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.