Administrative Assistant 2

Arizona Department of Administration•Phoenix, AZ

2d•Hybrid

About The Position

The Department of Economic Security (DES), 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. This position may be available for remote work within Arizona (minimum of 2 days 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

Principles and practices of administration and management.
Business Enterprise Program rules, regulations, and operating procedures.
Administrative and business laws as it relate to the preparation of agency documents, contracts, and other agreements.
Written and oral communication to convey a wide variety of information.
Reading, organization proofreading, and researching.
Data collection/summarization, and record keeping.
Computer usage.
Plan, coordinate, analyze, and establish priorities.
Develop effective operating procedures; exercise a high degree of discretion and independent judgment.
Manage and balance a variety of administrative tasks and functions.
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.
Maintain acceptable driving records, and must complete all required driver training.
Maintain the statutorily required liability insurance (see Arizona Administrative Code [A.A.C.] R2-10-207.11).
Successfully pass background and reference checks.
Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities