Executive Administrative Assistant II - Health Department Director's Office

Executive Administrative Assistant II

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:

• 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:

• 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…