Administrative Assistant 2

Arizona Department of Administration • Phoenix, AZ

4d • $0 - $42,500 • Remote

About The Position

The Arizona Department of Administration (ADOA), Division of Business and Finance (DBF), is seeking a high-performing and detail-oriented individual to join the Central Services Bureau (CSB) as an Administrative Assistant 2. In this essential role, the successful candidate will serve as a primary point of contact, providing exceptional customer assistance on behalf of various client agencies. Daily responsibilities include managing a public front desk window where the individual will process cash and various other forms of payment, while also overseeing all incoming and outgoing mail operations. Beyond direct public interaction, the Administrative Assistant 2 will maintain organizational efficiency by managing a shared email inbox, keeping agency contact lists current, and proactively updating internal procedures related to the position’s core functions.

Requirements

• Knowledge of English, spelling, and grammar.
• Knowledge of computer software and programs, such as Microsoft Office and Google Suite.
• Knowledge of State policies and procedures.
• Knowledge of cash-handling and deposits.
• Skills in interpersonal communication, including verbal and written.
• Skills in time management.
• Skills in organization.
• Skills in customer service.
• Skills in critical thinking.
• Skills in attention to detail.
• Ability to effectively multi-task.
• Ability to handle confidential materials and information.
• Ability to troubleshoot common inquiries.
• Ability to conduct other administrative tasks as requested.
• Background and reference check, including a criminal records verification.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Responsibilities

• Serve as the first point of contact for walk-in customers, providing high-level technical information on behalf of client agencies and maintaining an accurate tracking log of all foot traffic.
• Receive, verify, and process various forms of documentation and fee payments for multiple client agencies, ensuring all transactions are handled securely and accurately.
• Oversee a shared team email inbox by triaging incoming messages, forwarding correspondence to the appropriate staff members, and maintaining a high level of organization through digital filing.
• Develop and maintain comprehensive policies, procedures, and informational guides related to mail services, front desk operations, and general administrative functions.
• Systematically file and retain physical and digital records in strict accordance with the State of Arizona’s record retention schedules and legal requirements.
• Execute specialized ad hoc projects and tasks as assigned by CSB management to support the evolving needs of the Division of Business and Finance.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Participation in ASRS Lifetime Benefit Pension Plan after 26 weeks of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed