Executive Administrative Assistant III - Sheriff Department

Pima County; Tucson (AZ); On-site; USD 72,000 - 101,000; Full time

Job summary

Pima County’s Sheriff’s Department seeks an Executive Administrative Assistant III to manage high-level administrative operations, meetings, and training. The role coordinates budget, finance, purchasing, and staff matters, acting as senior administrative contact for the division.

The position emphasizes leadership, policy enforcement, data reporting, and coordination of confidential personnel issues, with focus on efficiency and compliance in county systems.

Qualifications

• Bachelor’s degree plus four years of administrative experience in public/business administration or related fields.
• Six years of professional-level administrative experience with Pima County in identified fields (as determined by the department head).
• Qualifying education and experience must be documented in Education and Work Experience sections of the application.

Responsibilities

• Oversee and direct administrative and support services for the division, including fiscal and strategic functions.
• Lead division-wide activities, meetings, and training; advise on confidential personnel matters and set scheduling priorities.
• Manage procurement, supplies, and equipment; ensure compliance with purchasing guidelines and optimize resources.

Education

Bachelor’s degree in public or business administration/management, purchasing, material management, accounting, occupational training, engineering or a related field

Tools

Maximo

Job description

Job Description

OPEN TO CURRENT PIMA COUNTY EMPLOYEES ONLY

Job Type: Classified

Job Classification: 5266 - Executive Administrative Assistant III

Salary Grade: 15

Pay Range

Hiring Range: $72,009 - $86,403 Annually

Pay Range: $72,009 - $100,817 Annually

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.
• Pay Range is the entire compensation range for the position.

Job Description Summary

Department - Sheriff

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

• 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

• Minimum five (5) years experience working as an Executive Administrative Assistant III or similar role as determined by the appointing authority, for an elected official.
• Minimum ten (10) years experience working for the Pima County Sheriff’s Department.
• Experience communicating directly with Pima County elected officials, department heads, and county administration.

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. 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: Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. 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. Pima County determines whether a position is eligible for visa sponsorship at the time of recruitment. Eligibility is based on the requirements of the position and applicable laws and regulations. Not all positions with Pima County are eligible for visa sponsorship.

Physical/Sensory Work 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.