Executive Administrative Assistant III - Transportation

Executive Administrative Assistant III

The Department of Transportation seeks an Executive Administrative Assistant III to work directly with the Director / County Engineer. The ideal candidate has experience working in a fast-paced, large department or organization with concurrent high priority, time-constrained deadlines. This position requires extensive writing and editing experience producing professional level correspondence to a variety of stakeholders. The Executive Administrative Assistant III manages, plans and coordinates at an advanced level the administrative or support operations or services of a department or specific operating unit. Areas of assignment may include, but are not limited to, budget, finance, purchasing and warehouse management, personnel, and training and safety or other administrative or support functions. This position serves as the senior administrative contact for the division, coordinating high-level activities, meetings, and training, while providing leadership and guidance in confidential personnel matters.

Essential Functions include overseeing and directing the management of administrative and support services, including fiscal, operational, and strategic functions for the division; leading and coordinating division-wide activities, strategic initiatives, and high-level meetings, providing guidance on confidential personnel matters and setting priorities for scheduling meetings and training; managing the acquisition, allocation, and distribution of supplies and equipment across the division, ensuring compliance with purchasing guidelines and optimizing resource utilization; developing, revising, and enforcing complex departmental policies and procedures to align with division goals, and conducting comprehensive reviews of policies to enhance operational effectiveness; collaborating in the design and implementation of automated information systems, providing strategic recommendations for optimizing technological integration across the division; overseeing the collection, analysis, and reporting of data for division-wide activities, and preparing executive-level reports, including mandated County / state / federal submissions, ensuring compliance with legal and regulatory requirements; directing the submission, review, and archiving of critical reports, forms, and records for the division, ensuring proper documentation and adherence to reporting standards; leading the development and execution of comprehensive training and professional development programs for staff, County employees, and external stakeholders, while representing the division at high-level meetings and committees; overseeing and approving the creation of Maximo Work Orders and Service Requests for division-wide projects, repairs, and maintenance, ensuring timely execution and accurate billing; managing complex financial tasks, including the creation and oversight of delivery orders, payment requests, contracts, and other critical financial documents within the County system, ensuring budgetary compliance; administering and overseeing complex personnel matters, including IT access requests and modifications for staff, and coordinating personnel moves with other departments to optimize operational efficiency; taking strategic ownership of the divisions intranet page, ensuring it aligns with division goals, and overseeing the submission and tracking of Print Shop requests, as well as Plans and Appraisals for the division.