ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Chandler, AZ

21h•Onsite

About The Position

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES), we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals that are committed to service, community, and teamwork. The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as a Administrative Assistant 3. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

Knowledge in: Principles and practices of administration and time management.
Knowledge in: Appropriate use of grammar, punctuation, and formatting various documents.
Knowledge in: Methods for tracking complex work with critical time lines.
Knowledge in: Basic program rules, regulations, and operations procedures.
Skills in: Excellent phone skills.
Skills in: Using computer software/programs, e.g., (Microsoft Office Products).
Skills in: Oral and written communication.
Skills in: Planning, organization, and time management.
Ability to: Use independent judgment and work independently; Think through problem situations and manage difficult phone calls.
Ability to: Compose various documents with minimal supervision; Multi-task and complete work within required time lines.
Ability to: Sit and work on the computer for a sustained period of time; Take and produce meeting minutes.
Ability to: Understand the concerns of members and capably assist in resolving the issues; customer focus (making customers and their needs a primary focus of one’s actions, and developing and sustaining productive customer relations).
Ability to: Learn and apply the office procedures related to the Division; Work in a fast paced environment; Learn LAN applications such as FOCUS.
Ability to: Maintain confidentiality and professionalism at all times and through all work; Learn the supply ordering system; Relate in a positive and cooperative manner with a wide variety of people.
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to Driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's ability to reasonably accommodate any restrictions.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Three (3) years responsible administrative experience.

Responsibilities

Independently composes letters and memos; prepares presentations; develops spreadsheets; maintains and enters information into Access databases in a timely & accurate manner; maintains & utilizes a tracking system for project management to ensure timely submission of internal and external assignments/work products.
With minimal supervision, confers with supervisor, other Division staff, persons from community agencies, organizations, & businesses on a variety of subjects and issues.
Answers and/or researches needed information from e-mail or phone calls from various staff or other entity requesting assistance, ensuring complete and timely responses.
Works with members and families to resolve issues; reports on issues that are not resolved.
Functions as office manager to: ensure compliance with DES, DDD, and District policies and procedures, promote a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc.
Independently coordinates, facilitates, and attends various meetings, taking, transcribing, and distributing minutes.
Maintains calendar for Manager, sets up meetings as requested.
Completes special projects as assigned by the manager.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities