Administrative Services Manager II - Recorders Office

Job Description Summary

Department - Recorders Office

Job Description

OPEN UNTIL FILLED

Job Type: Unclassified

Job Classification: 1248 - Administrative Services Manager II

Salary Grade: 15

Pay Range

Hiring Range: $66,536 - $79,843 Annually

Full Range: $66,536 - $93,150 Annually

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

The first review of applications will be on 04/25/2025.

The Pima County Recorder’s Office is seeking a skilled and experienced individual to lead and oversee a wide range of administrative and operational functions as the Administrative Services Manager II. This is an executive management-level position that plays a key role in ensuring that the office runs efficiently and in compliance with county policies and procedures.

In this role, you will be responsible for managing internal administrative support functions for finance, procurement, personnel administration, training and development, and public records requests. This role also oversees facilities management, ensuring the department has adequate space and equipment to meet operational needs.

The Administrative Services Manager II will directly supervise a team that includes the Department Personnel Coordinator, Training Coordinator, Financial Specialist, Public Records Specialist and Admin Support Specialist. This classification is further distinguished by its managerial responsibility for a multi-functional work unit(s) and supervision of professional staff and work unit supervisors.

This classification is in the unclassified service and is exempt from the Pima County Merit System Rules.

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.

• Plans, organizes, directs and manages the administrative services or support functions including, but not limited to, financial and general administrative functions or other assigned support or service functions;
• Oversees and manages the acquisition, storage and distribution of material to support department activities through subordinate work unit supervisors;
• Interprets department policies and procedures and reviews current and proposed new or changed rules, regulations, or related materials for impact to unit, division, department, or a group of departments and presents recommendations to management;
• Oversees and directs training and development of department employees and ensures division/department compliance with mandated training and certifications;
• Coordinates activities and serves with other divisions to meet the needs and goals of the department or group of departments;
• Develops and directs general accounting procedures, payroll, purchasing, inventory control, computer operations, data collection and report preparation;
• Supervises the installation of new or modified financial cost accounting and records management systems;
• Analyzes data and makes recommendations for reducing costs and increasing revenues;
• Reviews grant and contract requests, income management reports and revenue studies;
• Oversees the coordination of accounting and financial records maintenance with the Finance and Management Information Services Departments;
• Develops procedures for and directs personnel hiring, department records management and storage, reproduction, microfilming services and custodial staff;
• Studies and researches administrative and financial problems and recommends solutions;
• Supervises professional staff and work unit supervisors;
• Develops and prepares reports.
  
  

Minimum Qualifications:

Bachelor’s degree from an accredited college or university with a major in business or public administration/management, purchasing, material management, accounting, occupational training, engineering or a closely related field as determined by the department head at the time of recruitment AND three years of supervisory experience involving fiscal management, public or business administration or material management.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

Five years of professional level experience in any of the above identified fields that includes at least three years of supervisory or managerial experience.

OR:

Four years of experience with Pima County as an Administrative Services Manager I.

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 of experience in government administration or similar, including finance, procurement, and/or grants management.
• Minimum two (2) years of supervisory experience in Pima County managing personnel.
• Minimum two (2) years of experience handling public records.
• Minimum one (1) year of experience with facilities operations.
  
  

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. Additional assessments/testing may be required as part of the selection process.

Supplemental Information:

Licenses and Certificates: 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 applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services’ review and approval of the candidate’s driving record.

Special Notice Items: Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. 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 abilities will be determined by position.

Working Conditions: Working conditions will be determined by the 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.