Administrative Assistant 3 - Yuma

Arizona Department of Administration • Yuma, AZ

5d • Onsite

About The Position

Would you like to be part of an amazing team that helps veterans thrive? At the Arizona Department of Veterans' Services (ADVS), we are committed to serving and honoring veterans, service members, and their families by ensuring that they receive the highest quality services so that they can thrive for a lifetime! We are looking for an outstanding Administrative Assistant 3. This important position is responsible for performing diverse and complex administrative support functions of the Arizona Department of Veterans Services – Yuma location.

Requirements

• Knowledge of the agency and its context within state government
• Knowledge of rules, policies, procedures of section and work unit
• Knowledge of full range of complex secretarial functions
• Knowledge of data gathering and summarization methods and techniques
• Knowledge of project management
• Knowledge of report preparation
• Knowledge of problem-solving techniques
• Knowledge of appropriate safeguards for protecting confidential data
• Knowledge of business English, spelling and basic math
• Knowledge of administrative-level correspondence requirements in a political environmental
• Knowledge of computer software and programs to include Microsoft Suite and Google Suite
• Skills in interpersonal communication to include verbal and written communications
• Skills in customer services
• Skills in researching
• Skills in problem-solving
• Skills in organization and time management
• Skills in attention to detail
• Skills in troubleshooting basic office equipment
• Skills in record keeping
• Ability to anticipate the needs of the Administrator and the Director of Nursing
• Ability to adjust to the particular work style of the Administrator and the Director of Nursing
• Ability to prioritize business items for the attention of the Administrator and the Director of Nursing
• Ability to establish and maintain effective interpersonal relationships with individuals at various organizational levels, lawmakers and other dignitaries contacting the Administrator’s Office and the public in general
• Ability to facilitate intra-agency, inter-agency and agency-external communications
• Ability to set up and maintain files
• Ability to coordinate and schedule meetings
• Ability to take and transcribe minutes
• Ability to prepare a variety of correspondences, logs, reports, presentations, etc.
• Ability to maintain and protect confidentiality
• Ability to learn and interpret Arizona State Personnel Rules
• Required to drive on state business; must possess a current/valid Arizona driver’s license.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Previous experience providing administrative support to an executive leader.

Responsibilities

• Coordinates and completes a wide variety of administrative support and secretarial functions, anticipating the needs of the Administrator and Director of Nursing.
• Interacts and coordinates matters with stakeholders
• Handles sensitive issues tactfully and discretely.
• Maintains confidentiality
• Composes responses to routine correspondence; develops and maintains a form letter to be used for routine correspondences.
• Prepares confidentiality correspondences and handles other confidential matters
• Prepares a variety of reports; creates and maintains administrative file systems and records
• Maintains policies and procedures; maintains records for survey purposes; prepares agendas, attends meetings, take and transcribe minutes.
• Conducts research and completes special projects to support the direct reports of the Administrator.
• Orders office supplies and other items according to state procurement rules and agency policies and procedures.
• Assists in the recruitment process of the department heads for the Administrator and assists the Director of Nursing with the recruitment of nursing staff. Schedules interviews, conducts reference checks/employment history verification and prepares hiring packets.
• Utilizes AMS concepts and tools for problem solving and continuous work/process improvements
• Actively participates in AMS processes such as Huddle Boards, Problem Solving, Job Breakdown Sheets, Success Tracking and Standardize work.
• Fully participates in the Quality Assurance and Performance Improvement (QAPI) which incorporates AMS
• Maintains appointment calendar for the Administrator and the Director of Nursing. Schedules conference rooms for internal and external use. Coordinates training sessions and administrative meetings
• Completes special projects as assigned by the Administrator and the Director of Nursing.
• Plans events, fundraisers and recognition programs, and writes monthly meeting minutes.
• Receives and routes correspondence to appropriate staff for action. Maintain a filing system to ensure that responses meet established deadlines. Answer telephones, take messages, respond to routine inquiries and requests.

Benefits

• Pension for a lifetime
• Healthcare benefits for a lifetime
• 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

What This Job Offers

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