Administrative Assistant 2

Arizona Department of Administration•Phoenix, AZ

1d•Hybrid

About The Position

The Arizona Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated Administrative Assistant 2. DDD provides flexible, high-quality, member-driven services and supports to individuals with developmental disabilities and their families, helping individuals exercise independent decision-making and engage in their communities. The role provides administrative support for the Pre-Admission Review Committee (PRC) process for members with intellectual and/or developmental disabilities who have Behavioral Treatment Plans. The position communicates with provider agencies statewide, tracks plans through the PRC cycle, supports meeting preparation and scheduling, assists at meetings, and maintains plan records. The position may offer remote work within Arizona depending on business needs and continued achievement of performance measures; remote work is a management option and may be ended at the agency’s discretion. Applicants may not be licensed or certified by the DDD Office of Licensing Certification and Regulation, have a principal interest in or a spouse or close family member with a principal interest in a DDD Qualified Vendor Agreement, or be employed or subcontracted by a DDD Qualified Vendor. The position requires a valid Arizona driver’s license. Travel may be required for State business, and employees driving on State business must meet applicable training and driving-record requirements. Employees may need to use their own transportation, maintain valid vehicle insurance and current Arizona registration, and will be reimbursed for mileage.

Requirements

Knowledge of HIPAA rules and regulations.
Knowledge of time-management principles and techniques.
Knowledge of proper English usage, spelling, vocabulary, and telephone etiquette.
Knowledge of administrative support functions, including scheduling and composing routine emails, letters, and memos.
Oral and written communication skills, including effectiveness with internal and external customers.
Note-taking and meeting-minutes composition skills.
Ability to use computer applications, including Microsoft Office and Adobe Acrobat.
Ability to learn and apply Division policies and procedures and PRC procedures, which are a statutory requirement.
Ability to handle detailed work accurately and quickly, establish priorities, and schedule and coordinate meetings.
Valid Arizona driver’s license.
Newly hired State employees must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Applicants must not be licensed or certified by the DDD Office of Licensing Certification and Regulation, have a principal interest in or a spouse or close family member with a principal interest in a DDD Qualified Vendor Agreement, or be employed or subcontracted by a DDD Qualified Vendor.

Nice To Haves

Two years of responsible administrative experience, or an equivalent combination of education, training, and experience.

Responsibilities

Communicate and coordinate with provider agencies statewide serving members with intellectual and/or developmental disabilities who have Behavioral Treatment Plans.
Under the PRC Chair’s direction, send dispositions by email, fax, or USPS.
Track each member’s plan through the full PRC cycle using a spreadsheet.
Schedule PRC meetings at least weekly for teams supporting multiple members.
Attend all face-to-face meetings, possibly take notes on the disposition of each member’s behavior plan, and provide administrative assistance.
Prepare for PRC meetings by distributing schedules, redacting plans, and printing and assembling plans for review.
Maintain hard-copy and electronic files of Behavioral Treatment Plans.
Coordinate with IOC Coordinators to share information appropriately.

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.
Up to 12 weeks per year of paid parental leave for a newborn or newly placed foster or adopted child.
Deferred compensation plan.
Wellness plans.
Tuition reimbursement.
Stipend opportunities.
Infant at Work Program.
Rideshare and public transit subsidy.
Career advancement and employee development opportunities.