Administrative Assistant 3

Arizona Department of Administration•Phoenix, AZ

2d•Hybrid

About The Position

The Arizona Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced, highly motivated Administrative Assistant 3. DDD provides flexible, high-quality, member-driven services and supports to individuals with developmental disabilities and their families. The position provides executive-level administrative and technical support, manages documents and tracking systems, coordinates communications and meetings, tracks projects and assignments, and supports office operations. It may offer remote work within Arizona based on business needs and continued performance. Applicants may not hold certain licensing or vendor-related interests or employment associated with DDD Qualified Vendors.

Requirements

At least three years of responsible administrative experience; or a relevant bachelor's degree and two years of responsible administrative experience; or a relevant master's degree and one year of responsible administrative experience.
Valid Arizona Driver’s License.
Ability to research information, apply personnel rules and procedures, provide executive-level administrative and technical support, and coordinate projects from start to completion.
Ability to handle sensitive and confidential legal or personnel matters; prioritize, adapt, multitask, and work independently and as part of a team.
Knowledge of procedure analysis, policy development, high-level business communications, basic strategic planning, office administration, data gathering and reporting, compliance programs and the seven elements of compliance, Open Meeting Law, and federal and state rules governing DES and DDD.
Strong time management, analysis, problem-solving, decision-making, oral and written communication, relationship-building, and meeting facilitation and note-taking skills.
Proficiency with Microsoft Office and Google suites and ability to create, extract, analyze, and manipulate information from multiple sources.
Employees driving on state business must complete required driver training and maintain an acceptable driving record; use of personal transportation may require valid vehicle insurance and current Arizona vehicle registration.

Nice To Haves

State experience is preferred.

Responsibilities

Create and modify documents and develop and maintain spreadsheets, databases, and tracking systems for project assignments.
Serve as a liaison and prepare and distribute communications to the Assistant Director’s office, DES Director’s office, General Counsel, the Attorney General’s Office, and AHCCCS.
Prepare meeting documents, agendas, and minutes, and coordinate participants, including external stakeholders.
Maintain calendars and create meeting invitations, including Executive Leadership Team calendars as needed.
Prepare correspondence and reports; maintain electronic and hard-copy files; and complete and approve staff ETE timecards as needed.
Maintain annual administrative policies, procedures, and team deliverables by tracking, obtaining, and providing updates and status reports.
Develop, track, and coordinate projects; follow up on requests and outstanding issues to ensure timely responses and completion.
Build expertise in an assigned operational area and provide technical assistance regarding operational standards and the accuracy and completeness of AHCCCS-deliverable reports.
Maintain office support coverage, equipment, and supplies.
Photocopy, fax, file, coordinate staff events, and assist with employee recognition.
Maintain contact lists and independently complete special projects.
Travel for state business when required; employees driving for state business must meet applicable training and driving-record requirements.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans.
Arizona State Retirement System participation 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.
Mileage reimbursement when employees are required to use their own transportation for state business.