Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

8h • Hybrid

About The Position

This position provides customer service and administrative support for ADOT employees using the Learning Management System (LMS). As a first point of contact for training-related inquiries, the Administrative Assistant assists learners by phone, email, meetings, and service tickets. The role includes course administration, resolving learner issues, coordinating class logistics, and maintaining accurate LMS data and standard work. It supports agency policies and continuous improvement and provides timely, accurate, customer-focused service. The position also participates in internal meetings and professional development and follows applicable guidelines, standard work, and policies.

The position may offer remote work within Arizona, depending on department business needs and continued performance. Remote work is a management option, not an employee entitlement, and an agency may end a remote-work agreement at its discretion. Work must be performed within Arizona unless an exception is authorized in advance.

Requirements

• Three or more years of administrative and customer service experience.
• Knowledge of excellent customer service.
• Ability to multitask and work efficiently amid multiple activities.
• Ability to format and write correspondence, create professional documents, and use forms in 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.
• Ability to move between projects as needed, work independently with minimal direction, and make decisions with minimal direction at times.
• Ability to stay on task and achieve goals within required time frames.
• Ability to work in a team environment to meet organizational objectives.
• Ability to communicate effectively and diplomatically with customers.
• Time-management and project-management skills, including adapting to changing priorities.
• Ability to problem-solve using common sense and logical resolution development.
• Must possess and retain a current, valid, class-appropriate driver's license when operating a motor vehicle on state business, complete required training, and pass required driver-license record checks; acceptable driving records must be maintained.
• Employees using a personally owned vehicle for state business must maintain required liability insurance.
• Newly hired State employees must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Responsibilities

• Provide customer service support to ADOT employees by resolving requests and issues and escalating system-user discrepancies in a timely manner.
• Answer inquiries about LMS navigation, course registration, record tracking, and data accuracy.
• Provide accurate and courteous assistance by phone, email, meeting, or service ticket.
• Administer courses and user data in the LMS for in-house and vendor-led classes, including creating classes, registering participants, updating statuses, recording attendance, and sending communications.
• Ensure accurate and consistent data entry.
• Maintain current and accurate standard work for customer- and course-related business processes.
• Collaborate with learning and development, information technology, and human resources teams to analyze issues, gather information, solve problems, and establish operational workflows.
• Participate in internal meetings and professional development, and comply with applicable guidelines, standard work, and policies.

Benefits

• Sick leave
• Vacation and 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 through mandatory participation in the Arizona State Retirement System (ASRS)
• Life insurance
• Long-term disability insurance
• Optional short-term disability insurance
• Optional deferred compensation plans
• Optional supplemental life insurance
• Potential remote-work schedule, described as supporting work/life balance and productivity

What This Job Offers

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