Legislative Liaison (5838 - Administrative Assistant III)

Pima County

  • Tucson, AZ
  • $18.23-21.42 per hour
  • Permanent
  • Full-time
  • 1 month ago
Position DescriptionOPEN UNTIL FILLEDSalary Grade: 4 Pay Range
Hiring Range: $18.23 - $21.42 Per Hour
Full Range: $18.23 - $24.61 Per HourSalary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.The Legislative and Public Records Liaison will play a pivotal role in supporting the efficient operation of our office by tracking legislative activities and managing public records requests. This position is essential for ensuring we respond effectively to legislative changes and maintain transparency in our processes.Legislative Tracking:
  • Monitor and track bills introduced in the legislature that impact our organization and constituents.
  • Analyze proposed legislation to identify potential implications and assess their impact on our operations.
  • Liaise with relevant stakeholders, including government agencies and advocacy groups, to stay informed about legislative developments.
  • Provide timely updates and reports to senior management regarding significant legislative matters.
  • Maintain comprehensive documentation related to legislative activities
  • Prepare reports and summaries highlighting legislative trends, impacts, and compliance with public records laws.
  • Assist in developing policies and procedures related to legislative tracking and public records management.
Public Records Management:
  • Receive, review, and process public records requests following applicable laws and regulations
  • Receive, review, and process public records requests following applicable laws and regulations.
  • Coordinate with the executive admins to gather requested information and documents.
  • Maintain accurate records of public records requests and responses.
  • Ensure compliance with established procedures and deadlines for public records requests.
  • Respond to inquiries.
Duties/Responsibilities(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor)Coordinates unit activity with other departmental sections or 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;Reviews and verifies specialized documentation and initiates action;Responds to public and staff inquiries and provide information or resolve problems which require explanation or application of departmental or program rules and policies, or refer 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 and maintains, 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 a minor, 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;May supervise, train, and evaluate staff, and make effective recommendations on hiring, termination, and related personnel activities;May issue licenses, permits and/or bonds, receive money, review and verify cash drawers, and prepare cash deposits;May make travel arrangements for unit personnel and prepare related travel documentation for approval and processing.KNOWLEDGE & SKILLS:Knowledge of:
  • applications of automated information systems;
  • business English, spelling, grammar, punctuation, and composition;
  • rules, regulations, policies, and procedures applicable within the work unit;
  • County policies and procedures for the administration of contracts, IGA, and related activities;
  • research and analysis techniques and report writing;
  • principles and practices of employee supervision, training, and evaluation, and County personnel policies/procedures;
  • office practices, procedures, and equipment.
Skill in:
  • use of automated information systems to maintain data and produce documents;
  • coordinating and prioritizing multiple tasks and activities of assigned units;
  • researching, compiling, and analyzing information, and writing complex reports;
  • communicating effectively;
  • maintaining appropriate security and confidentiality of sensitive information;
  • planning, assigning, reviewing, and evaluating the work of staff;
  • organizing and coordinating meetings;
  • performing mathematical calculations at an appropriate level for assigned duties.
Minimum Qualifications(1) Five years of experience performing secretarial or administrative tasks providing administrative support and coordination for a department, specialized program, or small business.[An Associate's degree from an accredited college or university with a major in business or public administration may substitute for two years of the required experience]
[A Bachelor's degree from an accredited college or university in one of the cited disciplines may be substituted for four years of required experience]OR:(2) Three years of experience with Pima County as an Executive Administrative Assistant, Administrative Support Specialist, Personnel Assistant-Sheriff's Department, Human Resources Support Specialist, or similar administrative paraprofessional classification within Pima County.OR:(3) Four years of experience with Pima County as an Office Support Level III, Office Support Level IV, or similar clerical classification within Pima County, which included lead responsibilities.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.):
  • Minimum two (2) years experience in the study of legislation, political science, or other similar field.
  • Minimum two (2) years experience with Microsoft programs, including Teams and Word applications. Special emphasis on advanced knowledge of Excel.
  • Experience in report writing.
  • Experience with learning advanced computer programs.
  • Experience in working independently, or unsupervised.
Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired 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 InformationLicenses and Certificates: 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. Some positions require a valid Arizona Class D driver license at the time of application or prior to completion of initial/promotional probation. Failure to maintain the required licensure shall be grounds for termination.Special Notice Items: Some positions may require satisfactory completion of a personal background investigation by law enforcement agencies, and/or pre-/post-appointment polygraph tests and drug-screening, due to need for access to law enforcement, courts or corrections facilities, records, information or communications systems.Physical/Sensory Requirements: Physical and sensory abilities 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.Pima County provides access to high-quality, affordable healthcare for eligible employees and has an award-winning wellness program. Our plan is designed to ensure a high level of coverage and financial protection. Read more about our benefits program by

Pima County