Administrative Specialist III - Grants Management & Innovation

Pima County • Tucson, AZ

1d

About The Position

Pima County Grants Management & Innovation Department has three (3) openings for Administrative Specialist III to support department operations through document preparation, data entry, and maintaining organized digital records. Responsibilities include assisting with audits and compliance reviews of various reports and grant-related documentation submitted for grant reimbursement. The Administrative Specialist III position also enters and updates information in the County’s grant management system and conducts research to interpret applicable guidelines, laws, regulations, and compliance requirements. Duties require strong administrative skills, attention to detail, and experience working with databases and compliance-related processes. The role is may also be responsible for supply ordering, furniture and equipment oversight, meeting note taking, human resources support, emergency management supports, serving as departmental personnel representative, managing departmental building operations, and managing departmental business operations.

Requirements

• Bachelor’s degree from an accredited college or university with a major in 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: Two years with Pima County as an Administrative Specialist II or closely related professional administrative classification.

Nice To Haves

• Minimum two (2) years experience interpreting and applying guidelines, laws, regulations, or compliance frameworks, particularly those related to federal or state grant requirements.
• Minimum two (2) years experience conducting research to support compliance determinations, policy interpretation, or administrative decision-making.
• Minimum two (2) years experience using databases, data entry platforms, or grant management systems.
• Minimum two (2) years experience creating and maintaining spreadsheets, digital records, and organized filing systems using software such as Excel, Word, Outlook, Teams, or similar programs.
• Minimum two (2) years experience working independently, prioritizing multiple tasks, and adapting to changing priorities in a fast-paced environment.

Responsibilities

• Provides leadership to administrative staff while performing complex administrative services of a specialized nature to a department, division, or program within Pima County
• Negotiates and establishes Intergovernmental Agreements (IGA), contracts and other obligatory agreements and monitors compliance
• Prepares work unit budgets, oversees expenditures, performs cost and statistical analyses and prepares reports and recommendations
• Performs research, prepares written reports and recommendations and informs management of issues, concerns and problems of specialized work unit
• Provides information, status, and recommendations to department directors, division managers and professional staff regarding area of assignment and responds to public inquiries interpreting work unit and county policies and procedures
• Ensures work unit policies, procedures and activities comply with applicable federal/state statutes and regulations and county policy
• Oversees internal services such as accounting, payroll, personnel, management information services and/or purchasing
• Represents work unit at various meetings, conferences, or on committees and provides specialized expertise related to area of assignment
• Develops, maintains and manages databases using automated information systems and compiles/reviews/monitors information for reporting purposes

Benefits

• Employees enjoy competitive salaries, generous health insurance coverage, and retirement plans that contribute to long-term financial security.
• Pima County recognizes the importance of a healthy work-life balance, offering flexible work schedules, a generous family leave policy and wellness programs that prioritize employee well-being.
• Employees benefit from opportunities for professional advancement through training programs, workshops, and educational reimbursement programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level