Department - Health
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.
THIS IS A GRANT FUNDED POSITION ENDING NOVEMBER 2027.
Selected candidates will be required to obtain a Level 1 Fingerprint Clearance Card as a condition of employment and retain valid status throughout employment.
Are you energized by meaningful work that directly supports families during life’s most important moments? As a Vital Records Administrative Specialist I, you’ll be part of a dynamic, collaborative team that ensures every birth and death record in Pima County is accurate, secure, and handled with care. You’ll be the go‑to expert on vital records regulations and procedures, guiding hospitals, funeral homes, and community members through processes that truly matter. No two days are ever the same—one moment you’re assisting a new parent with an amendment, the next you’re coordinating with a medical facility, or training front‑line staff. Your initiative, attention to detail, and commitment to compassionate service help keep our community moving forward.
Teamwork is at the heart of this role. You’ll partner closely with internal colleagues and external agencies to solve problems, streamline requests, and ensure every record is processed correctly the first time. Whether managing specialized databases, notarizing essential documents, or coordinating complex multi‑stakeholder tasks, you’ll play a key role in keeping our operations running smoothly. You’ll be surrounded by supportive coworkers who value communication, collaboration, and the ability to step in and make things happen.
If you’re someone who thrives in a fast‑paced environment, enjoys helping others, and takes pride in being the person people count on, this position offers an exciting opportunity to make a tangible impact. Join us, and use your skills to ensure vital records are handled with excellence, integrity, and teamwork—while building a fulfilling career in public service.
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.):
Experience creating or amending vital records.
Experience training staff.
Experience with Arizona administrative codes and revised statutes.
Experience compiling data and completing reports.
Minimum two (2) two years of customer service or administrative experience.
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. 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.
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. This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening.
Physical/Sensory Work Requirements: Physical and sensory requirements 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.
