ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Phoenix, AZ

1d•$38,130 - $44,879•Hybrid

About The Position

The Arizona Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated Administrative Assistant 3. DDD provides flexible, high-quality, member-driven services and supports to individuals with developmental disabilities and their families, helping individuals exercise independent decision-making and engage in their communities. This position provides high-level administrative, data management, and process support for accurate, consistent, and efficient business operations. The role is responsible for database reconciliation, maintaining data integrity, developing and implementing standard work processes, coaching and mentoring PRC Administrative Assistant 2 staff on standard-work adherence and accurate data entry, and supporting continuous improvement initiatives. With minimal direction, the position provides verbal or written status reports to the manager on internal and external issues. The role also develops and maintains spreadsheets, databases, and tracking systems for project assignments; coordinates, facilitates, and attends meetings; takes, transcribes, and distributes minutes and follows up on assignments; maintains an automated calendar and confidential files; and independently completes special projects. As office manager, the position ensures compliance with DES, DDD, and PRC policies and procedures, promotes a professional and customer-service-oriented environment, and maintains office equipment and supplies. The position may allow remote work within Arizona, depending on departmental business needs and continued achievement of performance measures. Remote work is a management option and may be ended at the agency’s discretion. Applicants may not be licensed or certified by the DDD Office of Licensing Certification and Regulation; have a principal interest in, or a spouse or close family member with a principal interest in, a DDD Qualified Vendor Agreement; or be employed or subcontracted by a DDD Qualified Vendor.

Requirements

Knowledge of administration and time-management principles and practices.
Knowledge of grammar, punctuation, and document formatting.
Knowledge of methods for tracking complex work with critical timelines.
Knowledge of basic program rules, regulations, and operational procedures.
Proficiency with computer software and programs, such as Google products and Microsoft Office products.
Oral and written communication skills.
Strong organizational and time-management skills.
Strong attention to detail and problem-solving skills.
Advanced Excel or Google Sheets skills, including formulas, pivot tables, data validation, and data comparison.
Ability to develop clear, concise, user-friendly procedures and process documentation.
Demonstrated ability to work with databases, spreadsheets, and electronic record systems.
Ability to analyze workflows and identify opportunities for improvement.
Ability to manage multiple priorities and meet deadlines with minimal supervision.
Ability to maintain confidentiality and handle sensitive information appropriately.
Ability to work collaboratively with people at various levels of the organization.
Ability to identify data discrepancies and inconsistencies.
Successful completion of the Electronic Employment Eligibility Verification Program (E-Verify) is required for newly hired State employees.
Valid Arizona Driver’s License. Travel may be required for State business. Employees who drive on State business must complete required driver training and have an acceptable driving record; use of personal transportation, current vehicle registration, and motor vehicle insurance may be required. Mileage is reimbursed.
Applicants cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, have a principal interest in or a spouse or close family member with a principal interest in a DDD Qualified Vendor Agreement, or be employed or subcontracted by a DDD Qualified Vendor.

Nice To Haves

Three years of responsible administrative experience.
Experience working in a government, regulatory, healthcare, or other highly structured environment.
Experience with database reconciliation, data quality assurance, or records management.
Experience developing or implementing standard work or business processes.

Responsibilities

Reconcile databases by comparing information across systems, records, and data sources to identify discrepancies, missing information, and inconsistencies.
Research and resolve data discrepancies; enter, update, validate, and maintain information in databases, spreadsheets, and other electronic systems.
Develop, document, and implement standard work procedures that promote consistency, accuracy, efficiency, and accountability.
Review administrative processes to streamline workflows and eliminate unnecessary or duplicative activities.
Create and maintain standard work materials, process guides, checklists, templates, and other reference materials.
Develop and maintain tracking tools, reports, and spreadsheets to support operational monitoring and decision-making.
Coach and mentor PRC Administrative Assistant 2 staff on standard-work adherence and accurate data entry.
Provide general administrative support, including scheduling, meeting coordination, documentation preparation, and correspondence.
Coordinate, facilitate, and attend meetings; take, transcribe, and distribute minutes; and follow up on assignments.
Maintain an automated calendar, confidential files, and information; develop project tracking systems; and complete special projects independently.
Provide verbal or written status reports to the manager on internal and external issues.
Function as office manager by ensuring compliance with DES, DDD, and PRC policies and procedures, promoting a professional and customer-service environment, and maintaining office equipment and supplies.
Support continuous improvement initiatives.

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 of up to 12 weeks per year for a newborn or newly placed foster or adopted child.
Deferred compensation plan.
Wellness plans.
Tuition reimbursement.
Stipend opportunities.
Infant at Work Program.
Rideshare and public transit subsidy.
Career advancement and employee development opportunities.