ADMINISTRATIVE ASSISTANT 2

Arizona Department of Administration • Phoenix, AZ

1d • $28,059 - $40,000 • Hybrid

About The Position

The Arizona Attorney General’s Office Civil Litigation Division/Division Of Civil Rights Section is seeking an Administrative Assistant II. This position will under the guidance and direction of the Compliance Manager, the Administrative Assistant II will: Provide administrative and clerical support for the Compliance Manger and staff of the Compliance Section. Assist the Compliance Manager and staff with a variety of administrative tasks including handling correspondence and telephone calls from the public, opening and closing cases and preparing documents. Compile, organize, input and generate data for the preparation of reports and memoranda for the Compliance Manager and staff. Provide administrative and clerical support to the Compliance Manager and staff arising out of the assignment of work duties, including the provision of technical support and guidance. Provide administrative and clerical support to the Compliance Manager and staff with regard to staff meetings and case reviews. Provide file maintenance and administrative support to the Compliance Manager and staff with regard to the reviewing, responding to, and cataloging of reports, memos, publications, correspondence and other Section-generated materials. Monitor and evaluate the administrative and clerical processes implemented by the Division and make recommendations for improvement. This position may offer the ability to work remotely two days a week, based upon the department's business needs and continual meeting of expected performance measures.

Requirements

• Knowledge of Office and Division goals and objectives and administrative management practices.
• Knowledge of state and federal policies and procedures related to public fund accountability and processes and Department of Administration purchasing, travel and personnel rules and policies.
• General knowledge of civil rights law
• Knowledge of the Division’s contracts with federal agencies
• Knowledge of Division policies and procedures for mediating, conciliating, investigating and finalizing civil rights complaints.
• Substantial knowledge of computers and Microsoft and other software, with the ability to generate spreadsheets, forms and word processing documents/reports for case management purposes.
• Written communication skill necessary to draft correspondence, memoranda and reports, including drafting annual and special reports.
• Listening and oral communication skill to communicate clearly with the public and parties who contact the Division.
• Skill in planning, organizing and controlling multiple activities and projects and collecting, organizing, and presenting data and detailed reports as required.
• Skill in gathering multi-source data, forecasting needs, identifying expectations and reacting decisively and promptly to unforeseen circumstances are needed on an everyday basis by the administrative assistant, who must be able to provide follow up and monitoring assistance to the Compliance Manager on program plans and activities.
• Ability to plan, direct, organize, analyze and implement a wide variety of administrative and program activities while establishing appropriate priorities.
• Travel is required for this position.
• A valid Arizona Driver’s License is required, along with consent to have your driving record run periodically.
• All applicants under serious consideration for hire with the Attorney General's Office are required to be fingerprinted by the Office and complete a criminal background check through State and Federal agencies.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Foreign language skill, especially Spanish, preferred in order to serve the large number of monolingual Spanish speakers that seek services from the Division.

Responsibilities

• Provide clerical and administrative support to the Compliance Manager and staff in the fulfillment of the Sections' goals and objectives regarding statutory and contractual obligations and public expectations.
• Organize, direct, plan and participate in program activities and projects as assigned by the Compliance Manager.
• Complete, input, organize and generate data for the preparation of reports, charts, spreadsheets, grant proposals and memoranda as required by the Compliance Manager and staff.
• Provide input and analysis concerning the Section’s efficiency and effectiveness and make recommendations to the Compliance Manager for meeting programs goals, objectives, and public expectations.
• Plan, organize, direct and monitor, in cooperation with the Compliance Manager and staff, training and education sessions for staff.
• Provide assistance in the preparation, drafting and dissemination of information and educational materials to the public and engage in community outreach and educational efforts supported by the office as assigned.

Benefits

• Sick leave
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Vacation with 10 paid holidays per year
• 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

What This Job Offers

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