Administrative Assistant 2

Arizona Department of Administration•Phoenix, 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 supports the Distribution Center for the General Legal Services Administration (GLSA) and is responsible for distributing and handling closed records case files for all five Department of Child Safety (DCS) regions (Northwest, Northeast, Maricopa West, Maricopa East, and South).

Requirements

Basic office equipment including personal computer, fax, copier and telephone
Numerical/Alphabet sequences
Legible penmanship
Verbal and written communication
Establishing and maintaining interpersonal relationships
Organization and time-management
Providing excellent customer service
Follow instructions
Analyze and establish priorities
Distribute a variety of closed case records
Review and respond to records request in a timely manner
Learn records management, record keeping, inventory control procedures/practices, federal/state laws, regulations, policies, and procedures/practices regarding retention schedules
Two years responsible administrative experience.
The ability to secure and maintain clearance from the DCS Central Registry.

Responsibilities

Distributes and handles closed records to ensure retention schedules are being followed.
Prepares closed document forms for the purpose of coding, organizing or indexing information according to agency and/or division/section procedures.
Provides effective customer service to internal/external customers. Interacts with staff from the Arizona State Library and Archives. Coordinates transfer of appropriate records to State Records Center and State Archives. Authorizes all transactions and coordinates disposal of appropriate records.
Provides assistance and information to all field units, offices, and agency managers that request information/assistance for problems relating to records management.
Attends office meetings, completes all mandatory training, and attends all necessary trainings. Supports the DCS management system/Arizona Management System (AMS) by updating huddle boards, charts, etc.
Other duties as assigned as related to the position.