Administrative Assistant 3
About The Position
The Administrative Assistant 3 provides customer service and administrative support to ADOT employees using the Learning Management System (LMS). As the first point of contact for training-related inquiries, the position assists learners by phone, email, meetings, and service tickets. Work includes administering courses, resolving learner issues, coordinating class logistics, maintaining accurate records, and ensuring timely, accurate, customer-focused service while following agency policies and standard work. The role collaborates with learning and development teams, information technology, and human resources to investigate issues, gather information, and support operational workflows. The position may be eligible for remote work within Arizona, based on business needs and continued performance against expectations; remote work is a management option and may be ended at the agency’s discretion.
Requirements
- Three or more years of administrative and customer service experience (selective preference).
- Excellent customer service skills.
- Ability to multitask and work efficiently amid multiple activities.
- Ability to format and write correspondence, create professional documents, and use forms within Microsoft Office Suite and Google Suites.
- Strong attention to detail and organization.
- Strong oral and written communication skills.
- Interpersonal skills to build and maintain customer relationships.
- Ability to manage multiple tasks and prioritize adeptly with minimal guidance.
- Flexibility to move between projects as needed.
- Ability to work independently with minimal direction and make decisions with minimal direction at times.
- Sense of urgency and ability to stay on task and meet required time frames.
- Ability to work in a team environment to meet organizational objectives.
- Ability to communicate effectively and diplomatically with customers.
- Time and project management skills, including adapting to changing priorities.
- Ability to solve problems using common sense and logical resolution development.
- Must possess and retain a current, valid, class-appropriate driver’s license and meet applicable driver training, record-check, and driving-record requirements when operating a vehicle on state business.
- Employees using a personally owned vehicle for state business must maintain legally required liability insurance.
- Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Responsibilities
- Provide courteous customer service to ADOT employees and respond to LMS questions and requests through phone, email, meetings, and service tickets.
- Resolve or appropriately escalate system-user discrepancies and assist with LMS navigation, course registration, record tracking, and data accuracy.
- Administer in-house and vendor-led courses, including creating classes, registering participants, updating statuses, recording attendance, and communicating course information.
- Maintain accurate and consistent LMS user and course data.
- Keep standard work current for customer and course-related business processes.
- Collaborate with learning and development, information technology, and human resources teams to analyze issues, gather information, and develop or establish operational workflows.
- Participate in internal meetings, professional development, and compliance with applicable guidelines, standard work, and policies.
Benefits
- Sick leave
- Vacation
- 10 paid holidays per year
- Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child (pilot program)
- Health insurance
- Dental insurance
- Retirement plan
- Life insurance
- Long-term disability insurance
- Optional short-term disability insurance
- Optional deferred compensation plans
- Optional supplemental life insurance
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
