ADMINISTRATIVE ASSISTANT 2

Arizona Department of Administration•Phoenix, AZ

3d•$15 - $22•Hybrid

About The Position

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES), we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals that are committed to service, community, and teamwork. To learn more about DES, please visit des.az.gov [https://des.az.gov/]; or click on the link here [http://youtube.com/watch?v=EjLhFs6kqmE6] to view ‘Our DES’ video. Come join the DES Team! The Department of Economic Security, Division of Employment and Rehabilitation Services (DERS) strengthens Arizona communities by bridging and minimizing gaps to employment and independence. DES is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 2 with the Rehabilitation Services Administration (RSA). This position is responsible for the quality and timeliness of detailed and specialized administrative functions; the management of assigned administrative and special projects and the administrative support of the Program Manager, Operations Manager, Fiscal Manager, and Contracts manager. Travel will be required for State business. If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on State business are subject to driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on State business shall maintain the statutorily required liability insurance (see Arizona Administrative Code [A.A.C.] R2-10-207.11). This position may be available for remote work within Arizona (minimum of 1 day per week in the office/hoteling). The State of Arizona strives for a work culture that aﬀords employees ﬂexibility, autonomy, and trust. Across our many agencies, boards, commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in oﬃces, and in hoteling spaces. All work, including remote work, should be performed within Arizona, unless an exception is properly authorized in advance.

Requirements

Knowledge of principles and practices of administration and management.
Knowledge of Business Enterprise Program rules, regulations, and operating procedures.
Knowledge of administrative and business laws as it relate to the preparation of agency documents, contracts, and other agreements.
Skills in written and oral communication to convey a wide variety of information.
Skills in reading, organization proofreading, and researching.
Skills in data collection/summarization, and record keeping.
Skills in computer usage.
Ability to plan, coordinate, analyze, and establish priorities.
Ability to develop effective operating procedures; exercise a high degree of discretion and independent judgment.
Ability to manage and balance a variety of administrative tasks and functions.

Nice To Haves

Two years of responsible administrative experience.
Bachelor’s degree in a related field from an accredited college/university and one year of the required experience.
Master’s degree in a related field from an accredited college/university.

Responsibilities

Compose complex and detailed correspondence on a wide variety of subjects for the Program Manager, Business Enterprise Program (BEP) management team, and other BEP staff.
Prepare a variety of activity and operational reports, routine contracts, and other administrative documents.
Perform all other tasks as assigned by the Program Manager, including various secretarial functions such as screening incoming correspondence, calls, and visitors; scheduling appointments and coordinating meetings; coordinating and entering unit time sheets, purchase orders, and maintaining confidential and administrative files.
Investigate complaints from BEP operators, the public, and BEP staff to resolve the problem, or refer complaints to the appropriate BEP department, as directed by the Program Manager.
Coordinate administrative matters and activities among various BEP departments, contracts administration team, purchasing unit, RSA/DES units, and Arizona Participating Operators Committee (APOC) modify routine procedures to improve department and/or program effectiveness.
Serve as a backup for the Fiscal Services Specialist for processing work orders and move requests.
Test, create, and organize LIBERA ITS projects, train BEP staff on LIBERA usage/functions, as well as service the BEP office liaison for LIBERA related issues and questions.
Oversee the overall clerical work product of the DEP office; coordinate, plan, attend meetings, and coordinate building maintenance matters with landlord/DES facilities management.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
Sick time accrued at 3.70 hours bi-weekly
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities
Flexible schedules to create a work/life balance