ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Phoenix, AZ

3d•$18•Hybrid

About The Position

The Industrial Commission of Arizona (ICA) is seeking an Administrative Assistant 3 to join the Ombudsman Division. This role provides essential secretarial and administrative support, ensuring compliance with applicable laws and contributing to a thriving workforce in Arizona. The ICA is committed to high standards of compliance, leadership, and collaboration with employers and employees.

Requirements

Knowledge of the Commission computer system.
Knowledge of Ombudsman Division purposes, goals, organization, workflows, equipment, and processes, including administrative and office procedures.
Knowledge of concepts, terminology, principles, and procedures related to state law pertaining to workers’ compensation.
Knowledge of Internet Search Engines, social media, and Government websites.
Skills in teamwork, planning/organization, multi-tasking, and time management.
Skills in clear and concise oral and written communication, including attention to detail.
Skills in using computers and other technical devices/programs/software.
Skills in problem-solving, ingenuity, and decision-making.
Skills in interpersonal communication and mentoring.
Skills in conducting web engine, social media, and government website searches.
Ability to interact professionally with a diverse group of clients, coworkers, and the public.
Ability to display courteous, ethical, and professional behavior.
Ability to exercise good judgment in making decisions.
Ability to multi-task, prioritize, adapt to changing circumstances, and follow instructions.
Ability to maintain emotional control and work under pressure.
Ability to effectively manage various assignments and work in a fast-paced environment.
Ability to coordinate work with administrative support staff and investigators within the Legal Division.
Ability to proofread and ensure accuracy and quality work.
Ability to recognize and engage those with different backgrounds, characteristics, and perspectives to bridge gaps in understanding of differing viewpoints, as well as ensuring persons with diverse perspectives are given the opportunity to collaborate and provide input.
Ability to gather and decipher information obtained from research to determine whether a business is operating with employees.
Ability to read, write, and speak English and Spanish sufficient to assist claimants.

Nice To Haves

Bi-lingual English/Spanish Speaking

Responsibilities

Provides specialized secretarial/administrative support to the Ombudsman Division, requiring knowledge of procedures, forms, and documents.
Prepares correspondence, notices, and forms from marginal notes, verbal, and written directions.
Creates, processes, updates, and maintains Ombudsman files.
Assists Ombudsman and Assistant Ombudsman with scheduling and tracking of deadlines and other events.
Ensures secretarial/administrative activity is performed thoroughly, professionally, in a timely manner, and in accordance with applicable laws.
Screens and handles a wide variety of telephone calls and mail.
Confers and collaborates with representatives from other divisions of the Commission and members of the public to acquire and give information regarding general questions.