ADMINISTRATIVE ASSISTANT 2

Arizona Department of Administration•Phoenix, AZ

2d•$33,700 - $36,700•Hybrid

About The Position

The Arizona Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is hiring an Administrative Assistant 2 to provide administrative support for the Pre-Admission Review Committee (PRC) process. DDD provides flexible, high-quality, member-driven services and supports to people with developmental disabilities and their families. The role communicates with provider agencies statewide serving members with intellectual and/or developmental disabilities who are on Behavioral Treatment Plans. Under the direction of the PRC Chair, the assistant sends dispositions, tracks plans through the PRC cycle, schedules and supports meetings, and maintains plan records. The position is based at 4000 N. Central Avenue, Phoenix, Arizona. Remote work within Arizona may be available depending on business needs and continued performance. Travel may be required for State business. 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. Employees driving on State business must meet applicable training and driving-record requirements; use of personal transportation may be required, with mileage reimbursed. The ideal candidate has two years of responsible administrative experience or an equivalent combination of education, training, and experience. Newly hired State employees must successfully complete E-Verify.

Requirements

Two years of responsible administrative experience, or an equivalent combination of education, training, and experience (identified as ideal).
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 and PRC policies and procedures.
Ability to handle detailed work accurately and quickly, establish priorities, and schedule and coordinate meetings.
Valid Arizona driver’s license; travel may be required for State business.
Must meet the stated restrictions regarding DDD licensing/certification, interests in DDD Qualified Vendor Agreements, and employment or subcontracting by a DDD Qualified Vendor.
Newly hired State employees must successfully complete E-Verify.
Employees who drive on State business must complete required driver training and have an acceptable driving record; personal transportation, insurance, and current Arizona vehicle registration may be required.

Responsibilities

Communicate and interface with provider agencies statewide serving members on 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 numerous 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 sending schedules, redacting plans, and printing and assembling plans for review.
Maintain hard-copy and computer 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.
Paid parental leave of up to 12 weeks per year 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.
Mileage reimbursement when personal transportation is used for State business.