ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Flagstaff, AZ

1d•Onsite

About The Position

The Arizona Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join their team as an Administrative Assistant 3. DES strengthens individuals, families, and communities for a better quality of life, serving over 3 million Arizonans. DDD specifically provides individuals with developmental disabilities and their families with flexible, high-quality, and member-driven services and supports, offering opportunities for independent decision-making and community engagement. This role is part of an amazing team dedicated to helping Arizonans thrive.

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 timelines.
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.
Ability to: Think through problem situations and manage difficult phone calls.
Ability to: Compose various documents with minimal supervision.
Ability to: Multi-task and complete work within required timelines.
Ability to: Sit and work on the computer for a sustained period of time.
Ability to: Take and produce meeting minutes.
Ability to: Learn and apply the office procedures related to the Division.
Ability to: Work in a fast paced environment.
Ability to: Learn LAN applications such as FOCUS.
Ability to: Maintain confidentiality and professionalism at all times and through all work.
Ability to: Learn the supply ordering system.
Ability to: Relate in a positive and cooperative manner with a wide variety of people.

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.