Executive Administrative Assistant II - Health Department Director's Office

Job Description Summary Department - Health 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.

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…