Management Assistant

Posting Date

Application Deadline

Pay Range

Job Type

Department

About the Position

The Management Assistant offers high-level support and analytical services to the Environmental Services Department's Office of the Director. Operating with minimal supervision, this role leverages a comprehensive understanding of County and Departmental procedures and operations. Key responsibilities include managing technology assets and inventory, coordinating and supporting the development and implementation of safety programs, and supporting the rollout and adoption of new programs.

The position also assists with training, leading non-routine special projects, and ensuring the effective management of databases and other departmental functions. This role involves making independent decisions, often with minor management oversight. This position is pivotal in ensuring smooth operations and the successful execution of departmental priorities.

About Us

For more than 60 years, the Maricopa County Environmental Services Department has been working with our community to ensure a safe and healthy environment. Maintaining a healthy environment improves the quality of life and seeks to prevent exposure to mosquito-borne diseases and hazardous substances in food, water, and soil. We are using education and innovative methods to protect more than 4 million residents of Maricopa County and its visitors.

Proud to Offer

• Work with a greater purpose

• Tuition reimbursement

• Exceptional work-life balance, with hybrid and alternative work schedule options

• Opportunities for growth and development within Maricopa County

• Low-cost, high-value healthcare for you and your qualifying dependents

• Child care benefits, including access to our on-site center Maricopa County Kids Club, dedicated to serving Maricopa County families

• Paid vacation, sick time, and parental leave

• Extensive wellness program, including an incentive

• Enrollment in the Arizona State Retirement System, a defined retirement benefit requiring a 12% monthly contribution rate that includes a 100% employer match on Day 1

• Want to learn more about the County's Qualifying and Compensation Philosophy? Follow this link to learn more! Work With Us | Maricopa County, AZ

We Require

• Two years of administrative experience

• Associate's Degree in a field related to the area of assignment

• A combination of post-secondary education and/orjob-related experience may substitute for theminimum qualifications on a year-for-year basis

Other Requirements

• A valid Arizona driver's license, which must be maintained throughout employment, is required at the time of appointment, or the ability to arrange necessary and timely transportation for field travel. Employees in this class may be required to use their own vehicles

We Also Value

• Three or more years of providing executive-level support to management-level

• One or more years of project management experience, including oversight of project members or other lower-level staff. Ability to manage and perform tasks with competing priority levels and deadlines

• Office management experience with skills in effective communication, organization, and adaptation, supporting diverse programs within a large department

• Knowledge and experience in safety program development, risk management, and technology asset support

• Knowledge of report production, including reviewing, writing, formatting, designing, proofreading, editing, and publishing programs (examples: Adobe Acrobat, Canva Pro, and BrightSign Digital Signage Players)

• Knowledge of dashboard management and automation utilizing Microsoft Power Apps (Power BI and Power Automate). Knowledge of Microsoft Office 365 Suite (or similar), including techniques of typing, designing, formatting, and styling technical/business documents and spreadsheets

• Skills and Abilities to:

  • Work both independently and in a group setting

  • Establish effective working relationships with management, employees, employee representatives, and vendors representing diverse cultures and backgrounds

Job Contributions

• Technology Inventory Management:

  • Manage and maintain technology inventory across all seven divisions of ENV. Conduct regular inventory audits and site visits to regional offices and worksites to ensure the accuracy of the asset database. Identify discrepancies, generate reports, and make informed purchase recommendations to maintain optimal inventory levels. When appropriate, make independent decisions regarding inventory management without requiring management oversight.

• Safety Program Coordination and Reporting:

  • Coordinate and support the department's Safety Program, conducting monthly meetings and preparing incident reports for the Safety Committee. Track and maintain incidents and near-miss logs. Communicate safety initiatives and policies to committee members and ensure regular updates to safety manuals and procedures. Maintain a proactive approach to safety awareness within the department.

• Program Training Materials and User Adoption Support:

  • Support the rollout and adoption of new programs, platforms, and tools implemented within the department. Develop quick reference guides, job aids, and step-by-step instructions for newly implemented systems, applications, and processes. Translate technical or complex information into clear, user-friendly training materials for staff. Coordinate and schedule training sessions or demonstrations as needed. Update and maintain training materials in line with system changes, user feedback, and process updates. Track distribution of training materials and maintain a centralized repository for staff access.

• Employee Onboarding and Offboarding Coordination:

  • Lead the coordination of onboarding and offboarding processes for all department employees, ensuring compliance with the approved procedures. Ensure that necessary technology hardware is deployed in advance of an employee's arrival and office space is fully prepared. Oversee the return and check-in of assets upon employee departure, ensuring all procedures are followed efficiently.

• IT Ticket Management and Issue Resolution:

  • Coordinate and track the management of ENV-ITC service tickets, ensuring timely and efficient task resolution. Collaborate with staff and technicians to address gaps and clarify issues, ensuring swift resolution. Prepare detailed reports on recurring issues and propose improvements to enhance processes and operational efficiency. When appropriate, make independent decisions regarding inventory management without requiring management oversight. Follow up on ticket status and document updates

• Facility Ticket Management and Vendor Coordination:

  • Manage and oversee facility-related service tickets through the Maximo system. Liaise with county facilities staff and external vendors to ensure that all work performed meets contractual obligations, is completed on schedule, and remains within budgetary constraints. Provide regular updates and ensure quality assurance throughout the process. When appropriate, make independent decisions regarding inventory management without requiring management oversight.

• Office Relocation and Telecom Setup Management

  • Coordinate and manage office relocations for employee transfers and all new hires. Initiate move-related tickets through ITC's FreshService system, ensuring timely execution. Oversee telecom and facility requests, working with telecom coordinators to ensure smooth activation of landline services and workstation ports.

Working Conditions

• Position is typically administrative work and is not substantially exposed to adverse environmental conditions while in the office

• Incumbent may be subjected to moving mechanical parts, vibrations, fumes, odors, dusts, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, workspace restrictions, intense noises, and travel in the field

• Exerting 20-25 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly

Selection Procedure

• Consideration will only be given to candidates who submit online applications

• Candidates will be contacted primarily through email and their Workday online application profile

• Must pass a pre-employment background and/or fingerprint investigation as required by statute or policy, including drug and alcohol testing requirements for positions designated as safety-sensitive

Maricopa County is an equal opportunity employer and is committed to providing equal employment opportunities to all applicants. If you require a reasonable accommodation during the application process or to perform the essential functions of the position under the Americans with Disabilities Act (ADA), please contact MHRFeedback@maricopa.gov to initiate the interactive process.

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