ADMINISTRATIVE ASSISTANT 2

Arizona Department of Administration•Phoenix, AZ

1d•Hybrid

About The Position

The Department of Economic Security (DES), Division of Benefits and Medical Eligibility, is seeking an experienced, highly motivated individual to join our team as an Administrative Assistant 2 for the Client Liaison Unit (CLU). Under the direction of the Family Assistance Administration (FAA) Benefits Support Team, performs a variety of administrative work of considerable difficulty as required to support the Client Liaison Unit (CLU). This position applies detailed knowledge of the overall Agency’s organizational structure in relation to the public benefits and services being sought or provided to Arizonans. Works independently and uses complex problem-solving and critical thinking with general instruction to complete a variety of projects using Word, data processing equipment, and other automated office equipment, while maintaining a calm and professional demeanor, while handling a high volume of calls from frustrated, irate customers. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and 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

Customer service practices and techniques to provide good customer service.
Administrative, office, and clerical procedures.
English language for sentence structure, composition, content, spelling, and grammar.
Good written and oral communication skills to convey information effectively.
Effective time management and organizational skills for managing and prioritizing tasks.
Microsoft Office and Google products.
Work at least 40 hours per week and maintain satisfactory attendance and punctuality standards
Interact with all levels of personnel and clientele in a professional manner
Work independently or collaboratively with a group.

Nice To Haves

Good customer service skills, knowledge and experience with Microsoft Office and Google products.

Responsibilities

Processing incoming and returned mail received by CLU, including updating addresses and other client information in HEAplus and AZTECS, resending notices with new addresses, and routing incorrectly routed interoffice mail.
Prepare documents mailed into CLU for imaging, translate or submit for translation when appropriate, scan, and upload into the client’s case file.
Clearing Auto Change Tracking System (ACTS) in AZTECS and assign AFN requests to a CLU worker based on rotation in the CLU database.
Answer incoming calls for CLU, answer general inquiries, and route other requests to the appropriate staff.
Monitor the CLU email box for incoming emails from clients and assign them based on the type of inquiry.
Maintenance of RICOH printers; refilling paper, changing the ink and toner, clearing paper jams, and contacting RICOH as needed for additional maintenance.
Utilizing CLU standard work and following fiscal responsibility, orders supplies and forms for CLU using an established DES ordering system.
Compiles monthly workload statistics for CLU team members, compiles weekly metrics for the CLU, and provides them to the Benefits Support Team Leadership for the weekly huddle report-out.

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