Administrative Assistant 1

Arizona Department of Administration•Tucson, AZ

1d•Onsite

About The Position

The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support. This position is the only secretarial position to support a unit consisting of: 1 supervisor - HSUS, 7 case managers (Human Services Specialist III, and one Claims Specialist. This is a very busy, high caseload volume unit, which services Pima, Pinal, as well as 5 other Southern counties for the Post-Permanency Supports Program, formerly known as Adoption & Guardianship Subsidy. This receptionist/clerical position provides a public-facing assistant to the calls received and the walk-in clients as well. There are data entry tasks expected as well as monitoring and contact with field case managers regarding guardianship subsidy applications. This person receives and distributes the US mail, scanning items and uploading when appropriate.

Requirements

Department and guardianship and adoption subsidy program and eligibility parameters
Formatting business letters and e-mail correspondence to the public and internal professionals
Overall subsidy system and application requirements required in order to perform support functions for this program
Oral and written communication
Customer service
Computer skills including Adobe, Microsoft Office
Typing
Workload management
Answering multiple phone lines
Letter writing
Prioritize tasks.
Handle multiple important assignments at once
Seek assistance when needed
Follow through without direct supervision
Interact with the internal and external customers
The ability to secure and maintain clearance from the DCS Central Registry.
Driver’s License Requirements.

Nice To Haves

Responsible experience in a position requiring skill in oral and written communication, initiative, judgment and independence in the performance of duties; or an Associate of Arts degree from an accredited college or university and one year of the required experience; or a Bachelor's degree from an accredited college or university.

Responsibilities

Receiving and inputting into the data base new applications for guardianship and adoption subsidy for the Tucson Subsidy office. Assuring that contact information is correct and contact applicants if needed to verify information. For Guardianship Subsidy, mails introductory letter to guardians.
Receives annual reviews, checks contact information for changes, informs case managers when family is licensed foster parent, processes changes in Guardian system, inputs changes and received date into database. Scans Annual Reviews to case managers. Assists Case Mangers who are teleworking with items needed to be printed and mailed.
Stamps outgoing mail with postage, collects incoming mail and dates stamps it before scanning to case managers. Assists case managers in bulk mailing of letters to families as well as sending “Welcome Packets” to new families. Monitors postage funds.
Answers incoming calls, faxes, emails and walk-in customers, makes referrals to subsidy specialists, or assists with receipt of documents or provides forms to clients as needed, allowing Subsidy Specialists to focus on other tasks. Notates in Guardian System when providing forms to families.
Monitors two lists from Guardian system in an effort to ensure that wayward Guardianship Subsidy applications are located and successfully submitted. This entails having knowledge of requirements for an acceptable application and how to navigate Guardian to ascertain where the application got side-tracked. Constructs detailed emails to field specialists containing instructions on needed actions to remedy off-track applications. For applications coming from third party (non-DCS) agencies, creates the guardianship subsidy application in the Guardian system, attaching needed artifacts and communicating to supervisor needed assignment.
Monitors Subsidy Email In Box distributing emails to management and subsidy specialists from the Governor's Ombudsman's Office and others. Updates calendars in the office including large In Day calendar. Monitors supply inventory, needed forms and provides support to supervisor with office management duties. Processes incoming and outgoing transfer cases for internal and external transfers.
Other duties as assigned as related to the position.