ADMINISTRATIVE ASSISTANT 3
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. This position provides high-level administrative support services to management within the Division of Developmental Disabilities (DDD). The role involves coordinating and organizing with various units and personnel, including the Quality Management Unit (QMU), Quality of Care (QOC) Nurse Supervisors, QMU Nurse Manager, Nurse Program Administrator, and Medical Director. This position is responsible for assisting the QMU with administrative work related to Mortality reviews, Case Resolution meetings, and QOC Investigations. DDD is dedicated to providing individuals with developmental disabilities and their families with flexible, high-quality, and member-driven services that promote independence and community engagement.
Requirements
- Knowledge in ACCESS, Microsoft, Google databases.
- Ability to extract information and create information and templates for files.
- Knowledge of principles and practices of administration and time management.
- Knowledge of methods for tracking complex work with critical time lines.
- Understanding of Quality Management concepts.
- Skill in managing a large, complex, and varied work volume.
- Good organization and time management skills.
- Oral and written communication skills.
- Listening skills.
- Ability to multi-task and complete work within required time lines.
- Ability to plan and coordinate activities.
- Ability to analyze and establish priorities.
- Ability to develop effective operating procedures.
- Applicants cannot be licensed or certified by the DDD Office of Licensing, Certification and Regulation.
- Applicants cannot have a principal interest in or have a spouse or close family with a principal interest in a DDD Qualified Vendor Agreement.
- Applicants cannot be employed or subcontracted by a DDD Qualified Vendor.
- Must possess and retain a current, valid class-appropriate driver's license if driving is an essential function.
- Must successfully pass background and reference check.
- Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
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.
Responsibilities
- Database development, maintenance, extracting information and putting it into graphic display for analysis.
- Processing templates (CAP Letter, Closure Letter, Acceptance Letter) and email correspondence.
- Providing administrative support to the QOC Investigative team and distributing information as needed.
- Monitoring and filing information from vendors and nurses related to QOC cases.
- Coordinating with AHCCCS and nurses on the completion of received QOC concerns.
- Forwarding QOC templates and PowerPoint presentations for approval.
- Maintaining a tracking calendar with due dates, establishing electronic files, and auditing files for completion.
- Following up on missing documents and inquiries from AHCCCS.
- Assisting with mortality review activities, obtaining critical information, and organizing files for QMU reviews.
- Completing follow-up requests and maintaining the mortality review database.
- Archiving and assisting with pulling mortality data for the Annual Mortality Review Report.
- Monitoring and updating all trackers related to the QMU team.
- Presenting topics in weekly QMU meetings, specifically the case resolution meeting.
- Assigning QOC cases to the QMU Nurse Team.
- Planning, organizing, and scheduling meetings as needed for team members.
- Assisting in maintaining necessary documentation to support QOC case work in member files.
- Assisting with payroll.
- Tracking completion of mandatory trainings by QMU staff.
- Assisting with decision making, prioritizing projects, and process improvement plans as part of the QA Administrative Team.
- Routinely completing follow-up activities.
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
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
