Executive Administrative Assistant III - Conservation Lands & Resources

Pima County • Tucson, AZ

9h • $69,908 - $97,864 • Onsite

About The Position

The Conservation Lands & Resources Department is seeking an experienced, highly organized, and solutions oriented Executive Administrative Assistant III to provide advanced administrative support to the department director and leadership team. This position plays a central role in coordinating the daily operations of a department whose work spans conservation lands, cultural resources, environmental planning, natural and biological resources stewardship, range and agricultural programs, parks related initiatives, and public engagement in support of Pima County’s long-term conservation and community priorities. The successful candidate will be a key administrative partner to the director, supporting the advisory board and overseeing schedules, meetings, communications, strategic planning efforts, personnel processes, records, and department-wide administrative systems. This role requires strong judgment, discretion, attention to detail, and the ability to work effectively with County departments, elected offices, external partners, and the public. This is an excellent opportunity for someone who enjoys being at the center of department operations and contributing to meaningful work that supports conservation, cultural heritage, environmental stewardship, and responsible public service in Pima County. 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. This classification is in the unclassified service and is exempt from the Pima County Merit System Rules.

Requirements

• 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.
• 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.
• 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.

Nice To Haves

• Minimum three (3) years experience with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Minimum three (3) years experience with professional communication, preparing professional correspondence, reports, and presentations.
• Minimum three (3) years experience supporting personnel processes, including handling confidential or sensitive information.
• Minimum two (2) years experience coordinating meetings and preparing documentation in compliance with Arizona Open Meeting Law requirements.
• Minimum three (3) years experience supporting executive level staff and working collaboratively with internal departments, elected offices, outside agencies, community partners, and members of the public.
• Minimum two (2) years experience maintaining or improving administrative systems such as records management, process tracking, or department wide organizational systems.

Responsibilities

• 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.

Benefits

• competitive salaries
• generous health insurance coverage
• retirement plans
• flexible work schedules
• a generous family leave policy
• wellness programs
• opportunities for professional advancement through training programs, workshops, and educational reimbursement programs
• County-wide employee recognition program

What This Job Offers

• Job Type: Full-time
• Career Level: Executive