ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration • Apache Junction, AZ

4d • Onsite

About The Position

The Department of Economic Security (DES) is seeking an experienced and highly motivated individual to join their team as an Administrative Assistant 3 within the Division of Developmental Disabilities (DDD). DDD provides individuals with developmental disabilities and their families with flexible, high-quality, and member-driven services and supports. These services aim to 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

• Methods for tracking complex work with critical time lines including planning, organization.
• Using computer software/programs, e.g., (Microsoft Office Products, Google, cell phones).
• Oral and written communication while using appropriate use of grammar, punctuation, and formatting various documents.
• Think through problem situations and manage difficult phone calls.
• Multi-task and complete work within required timelines.
• Sit and work on the computer for a sustained period of time.
• Relate in a positive and cooperative manner with a wide variety of people.

Nice To Haves

• Three years responsible administrative experience; OR Bachelor's degree in a field appropriate to the assignment from an accredited college or university and two years responsible administrative experience; OR a Master's degree in a field appropriate to the assignment from an accredited college or university and one year responsible administrative experience.

Responsibilities

• Independently composes letters and memos; prepares presentations; develops spreadsheets; maintains and enters information into Access databases in a timely and accurate manner; maintains and 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, and businesses on a variety of subjects and issues. Answers and/or research 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.
• Independently coordinates, facilitates, and attends various meetings, taking, transcribing, and distributing minutes. Maintains calendar for Manager, sets up meetings as requested.
• 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.
• Supervises clerical staff, including hiring and evaluations. Makes work assignments and ensures coverage in the absence of subordinate staff.

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
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level