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 overseeing research and analysis, managing technology assets and inventory, leading the development and implementation of safety programs, and streamlining onboarding and offboarding processes. The position also takes charge of delivering training, leading non-routine special projects, and ensuring the effective management of databases and other departmental functions. In addition, the role involves making independent decisions when appropriate without requiring 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

• Opportunities for growth and development within Maricopa County

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

• Paid vacation, sick time, and (birth/adoption) parental leave

• Extensive wellness program, including healthcare premium discounts

• Employee discounts for goods and services

• Maricopa County participates in the Arizona State Retirement System. This defined retirement benefit requires a 12.27% monthly contribution rate and includes a 100% employer match on Day 1

• Learn more at Work With Us | Maricopa County, AZ

We Require

• Two years of administrative experience

• Associate 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.

• 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

• Office management experience 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)

• 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

• Oversee the management and maintenance of 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

• Manage the department's Safety Program, conducting monthly meetings and preparing incident reports for the Safety Committee. 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

• Deliver comprehensive safety training sessions for all new employees in the ENV department. Develop and update presentation materials to introduce new hires to the department's safety policies, procedures, and initiatives, ensuring a strong foundation in workplace safety from day one

• 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

• Oversee 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

• 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 overight.

• Manage the department's BrightSign digital signage system, ensuring content is displayed correctly across all ENV regional offices. Work closely with Creative Services to develop and deliver engaging, relevant content that enhances communication and engagement with ENV staff. Maintain a schedule for regular content updates to ensure alignment with department goals.

• 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

• The position is typically office or administrative work and is not substantially exposed to adverse environmental conditions

• 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

• Must be able to lift up to 20-25 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly

Selection Procedure

• Only the most qualified candidates will be considered

• 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.

Apply Now!