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, 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 : 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.

• Oversees and directs the management of administrative and support services, including fiscal, operational, and strategic functions for the division, and serves as the senior administrative contact for the division;
• Leads and coordinates division-wide activities, strategic initiatives, and high-level meetings, providing guidance on confidential personnel matters and sets priorities for scheduling meetings and training;
• Manages the acquisition, allocation, and distribution of supplies and equipment across the division, ensuring compliance with purchasing guidelines and optimizing resource utilization;
• Develops, revises, and enforces complex departmental policies and procedures to align with division goals, and conducts comprehensive reviews of policies to enhance operational effectiveness;
• Collaborates in the design and implementation of automated information systems, providing strategic recommendations for optimizing technological integration across the division;
• Oversees the collection, analysis, and reporting of data for division-wide activities, and prepares executive-level reports, including mandated County / state / federal submissions, ensuring compliance with legal and regulatory requirements;
• Directs the submission, review, and archiving of critical reports, forms, and records for the division, ensuring proper documentation and adherence to reporting standards;
• Leads 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;
• Oversees and approves the creation of Maximo Work Orders and Service Requests for division-wide projects, repairs, and maintenance, ensuring timely execution and accurate billing;
• Manages 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;
• Administers and oversees complex personnel matters, including IT access requests and modifications for staff, and coordinates personnel moves with other departments to optimize operational efficiency;
• Takes strategic ownership of the division's intranet page, ensuring it aligns with division goals, and oversees the submission and tracking of Print Shop requests, as well as 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 four 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 : Six 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.) :

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.

Physical / Sensory Requirements : Physical and sensory abilities will be determined by position.

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.