Administrative Specialist III - Grants Management & ...

Job Description Summary Department - Grants Management & Innovation Job Description OPEN UNTIL FILLED Job Type: Classified Job Classification: 5589 - Administrative Specialist III Salary Grade: 10 Pay Range Hiring Range: $52,291 - $62,732 Annually Pay Range: $52,291 - $73,174 Annually 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 3/20/2026. 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. 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. * 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. Minimum Qualifications: 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. 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.): * 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. 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: Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to maintain the required licensure 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 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.

Created: 2026-04-02