Administrative Assistant III - Adoptions Lead Eastside

Administrative Assistant III - Adoptions Lead Eastside

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Job Type: Classified

Job Classification: 5838 - Administrative Assistant III

Salary Grade: 4

Pay Range: $18.89 - $25.50 Per Hour

Hiring Range: $18.89 - $22.19 Per Hour

Job Description Summary

Department - Pima Animal Care Center

OPEN UNTIL FILLED

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 1/2/2026.

Pima Animal Care Center is excited to open its first eastside adoptions center! We are looking to hire an experienced administrative lead to assist the Outcomes Manager with onsite adoptions, administrative, and customer support. Unlike other administrative positions, you will also work directly with the animals on-site. Previous animal handling is a plus.

Pima Animal Care Center is open 7 days a week. All positions require the availability to work mornings, evenings, weekends, and some holidays. Shift rotations are required.

Essential Functions

• Answers general procedural questions from the public concerning specialized documents;
• Provides detailed information in response to queries concerning unit operations;
• Compiles information and prepares and types a variety of documents such as correspondence, reports, and specialized file data;
• Reviews and sorts documents, creates new records, inputs and retrieves information using automated systems;
• Prepares and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges;
• Researches manual and automated systems to gather or verify data needed for processing activities;
• Creates and maintains spreadsheets and databases using packaged software;
• Assigns and reviews the work of staff performing typing, filing, and other routine clerical activities;
• Operates various office equipment such as typewriters, computer terminals, and personal computers, facsimile machines, photocopiers, and calculators;
• Processes claims, purchase orders, and contracts for payment to vendors and contractors, and verifies the accuracy of billing charges against ledgers, invoices, and contracts;
• Establishes, posts, and maintains manual and automated bookkeeping systems;
• Verifies fees for permits of services, receives payments, and issues receipts;
• Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation;
• Contacts debtors to collect accounts receivable and monitors payment arrangements;
• Coordinating paperwork for the referral, admission, transfer, or discharge of patients from a hospital unit or clinic;
• Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process;
• Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services.

Minimum Qualifications

• Three (3) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business. (Relevant experience and/or education from an accredited college or university may be substituted.)
• Or one year with Pima County in an Administrative Assistant II 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

• Minimum six (6) months experience working in an animal shelter or other animal care setting.
• Minimum six (6) months experience working with animal adoptions.
• Minimum six (6) months working in a sales position.
• Minimum six (6) months handling dogs in a shelter or other retail environment.
• Bilingual (English/Spanish).

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

• 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…