Management Assistant

Maricopa County • Phoenix, AZ

5d • $23 - $39

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.

Requirements

• Two years of administrative experience
• Associate’s Degree in a field related to the area of assignment
• A combination of post-secondary education and/or job-related experience may substitute for the minimum 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

Nice To Haves

• 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

Responsibilities

• 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: Coor dinate 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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees