Job Description Summary

Job Description

Job Type: Classified

Job Classifications: 5338 - Executive Administrative Assistant II

Salary Grade: 14

Pay Range

Hiring Range: $65,457 - $78,540 Annually 

Pay Range: $65,457 - $91,644 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.

This position is responsible for providing professional administrative support to the Director’s Office of the Pima County Health Department.  This involves working with the Office of Director staff to support the Director and senior leaders to ensure smooth and efficient workflow and effective communication. The successful candidate coordinates correspondence including emails, memos and letters, responds to requests, handles sensitive communication, creates and maintains tracking tools and processes, works with staff and managers to guide processes, schedules meetings and minutes, and other duties as directed.  You will also be expected to independently complete or coordinate special projects as assigned.

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.

• Manages, administers, and plans administrative and support services, including fiscal and general operations for assigned areas, and serves as the lead administrative contact for the division;

• Maintains appropriate security and confidentiality of information created or encountered in the performance of assigned duties;

• Coordinates division activities, schedules meetings and training, and assists with confidential personnel matters in support of department executive leadership;

• Oversees the acquisition, storage, and distribution of supplies and equipment for division activities, ensuring compliance with purchasing guidelines;

• Develops and implements departmental policies and procedures for assigned areas and reviews policies for compliance with division operations;

• Provides input on the design and implementation of automated information systems for the department and coordinates IT-related purchases and requests;

• Conducts special projects and confidential studies under the direction of department executive leadership, reports findings, and develops recommendations for appropriate action;

• Coordinates data collection, reporting, and documentation for division activities and prepares related reports, including mandated County/state/federal submissions;

• Directs training and development programs for staff, County employees, and community/public groups, and represents the division at Department- and County-level meetings;

• Establishes and maintains liaison with County departments, governmental agencies, service organizations, businesses, neighborhood organizations, and special interest groups;

• Reviews staff work for accuracy, policy adherence, and compliance with procedures, and ensures the accurate reconciliation of the division's P-Card usage;

• Supervises, Trains and Evaluates Support staff and coordinates the activities of area of assignment.

• Reviews and approves division office supply purchases, ensuring they meet budgetary and policy standards;

• Creates and tracks Maximo Work Orders for projects and Maximo Service Requests for repairs and maintenance, ensuring timely completion;

• Administers financial tasks such as creating delivery orders, payment requests, contracts, and other documents in the County financial system;

• Researches and composes a variety of correspondence independently;

• Manages safety compliance, including serving as the safety shoe/safety glasses coordinator and ensuring the timely issuance of vouchers;

• Edits the division's intranet page, submits Print Shop requests, and tracks the completion and submission of Plans and Appraisals for the division.

Minimum Qualifications:

Bachelor’s degree from an accredited college or university with a major in public or business administration/management, purchasing, material management, accounting, occupational training, engineering or a related field AND three years of administrative experience in public or business administration or in one of the identified fields 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:

Five years of professional-level administrative experience with Pima County in any of the identified fields as determined by the department head at the time of recruitment.

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 five (5) years experience providing administrative support for an executive level office or leader.

• Minimum five (5) years experience with/knowledge of Microsoft Office Suite including Excel, Word, Power Point, Outlook, and Teams.

• Minimum three (3) years experience with organization and time management.

• Minimum three (3) years experience working with confidential information in a professional setting.

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: 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: 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. 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. This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening. 

Physical/Sensory Requirements: Physical and sensory requirements will be determined by position. Action Activity - reaching; Motion Activity - grasping; Hearing Activity - none; Speaking Activity - in person and on the phone; Vision- operate a motor vehicle, distinguish colors, have depth perception, have peripheral vision.

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.