Administrative Specialist - Procurement

Job Type

Classified

5754 - Administrative Specialist I

6

• Hiring Range: $21.12 - $24.81 per hour
  • Estimated offer based on skills, qualifications, experience, education, licenses, training, and internal equity.
• Pay Range: $21.12 - $28.50 per hour
  • Entire compensation range for the position.

The Administrative Specialist I position supports the PCard Program and Vendor Relations Program within the Procurement Department. The role requires excellent judgment, strong collaboration skills, and the ability to work independently with multiple county departments and the supplier community. The role must adhere to procurement code, board policies, and procurement procedures; 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: assist and serve as backup for the Vendor Relations Services Coordinator; assist departments with registration/modification requests; support suppliers with registration/updates to their accounts; request, receive, and verify W‑9 forms; monitor the vendor email inbox and respond promptly. This position also assists with front desk coverage as needed.

• Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff; 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.

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.