ADMINISTATIVE ASSISTANT 3

State of Arizona • Phoenix, AZ

76d • $21 - $21

About The Position

The Arizona Department of Agriculture's Produce and Plant Services Division (PPSD) is currently recruiting for an Administrative Assistant 3 for our Phoenix Operations located at 1110 W. Washington Street, #450, Phoenix AZ 85007. The Citrus, Fruit, and Vegetable Standardization program monitors and enforces the quality standards for all fresh fruit and vegetables produced and marketed in Arizona. The Administrative Assistant III position provides assistance to the Administrative Services Officer I, Administrative Services Manager and the Assistant Director of the Produce and Plant Services Division (PPSD). This position plays a key role in the centralized administrative services for the division, including budgeting, accounting, procurement purchasing, payroll, and personnel functions. This position works closely with the Administrative Services Manager to track and provide statistical data, track financial information, prepare various reports, and assists in delivering program strategic initiatives.

Requirements

• 2 plus years of administrative experience in one or more of the functions related to duties.
• Knowledge of the principles and practices of administration and management.
• Knowledge of agency or program rules, regulations and operative procedures.
• Knowledge of accounting and budgeting procedures.
• Skill in oral and written communication.
• Ability to communicate effectively with internal and external customers.
• Ability to perform complex analytical and managerial tasks.
• Ability to work independently, set priorities, manage multiple tasks and projects, manage time, and adapt to changes within a dynamic work environment.
• Ability to anticipate, identify, and solve problems.
• Ability to manage and track complex tasks with critical timelines and deadlines.

Responsibilities

• Responsible for data entry of expenditures and revenue of the Plants and Produce Services division which includes 12 separate accounts comprised of state general funds, grant funds, and fees for service, both appropriated and non-appropriated into the agencies Budget Tracking System (BTS).
• Supports agency accounting department with reconciliation of purchase orders through procurement receipts and resolving vendor and/or billing issues with a strong focus on internal and external customer service.
• Oversees key operational functions, including supply inventory and management.
• Assists operational units, ensuring timely completion and seamless coordination of supply inventory initiatives.
• Provides operational support to satellite operations in various locations, including Nogales, Tucson, and Yuma.
• Assist ASO and team members with staffing at Arizona LGMA and CFV tours, public outreach and multiple program's training classes.
• Assists in preparing statistical data on licensing for council meetings.
• Provides standard front line customer service and administrative duties such as answering and directing incoming calls, sending faxes and interacting with the public in person to address needs.
• Additional administrative duties include the opening, sorting and logging of mail as well as providing assistance to the grant funded Produce Safety Rule team in the coordination of training materials.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Number of Employees: 5,001-10,000 employees