Administrative Assistant 3

Arizona Department of Administration • Tucson, AZ

12h • Onsite

About The Position

The Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3 to provide high-level administrative support services to management within the DDD. This position has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. With minimal direction, receives and screens incoming correspondence and telephone contacts directed to the manager in a professional manner and uses sound judgment in determining course of action. 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 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 of principles and practices of administration and time management
• Knowledge of appropriate use of grammar, punctuation, and formatting various documents
• Knowledge of methods for tracking complex work with critical timelines
• Skills in oral and written communication
• Skills in planning, organization, and time management
• Skills in using computer software programs, e.g., Microsoft Office and Google Suite Products
• Ability to think through problem situations and manage difficult phone calls
• Ability to compose various documents with minimal supervision
• Ability to multitask and complete work within required timelines.
• Must possess a valid Driver's License.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Bilingual (English and Spanish) preferred but not required.

Responsibilities

• Conducts research including conferring with supervisor, Division staff, people from community agencies, organizations, and businesses to resolve issues or provides complete and timely responses.
• Provides verbal and/or written status reports to the manager on external as well as internal issues.
• Independently composes letters, memos, and emails on behalf of the manager; develops and maintains spreadsheets, data bases, and/or tracking systems to manage project assignments requested by the Manager; coordinates, facilitates, and attends various meetings to take, transcribe, and distribute minutes and follows up on assignments; maintains an automated calendar; maintains confidential files and information; and independently completes special projects.
• Functions as an office manager to ensure compliance with DES and DDD policies and procedures, promotes a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc.
• Provides technical assistance and guidance on various topics and assignments.

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

What This Job Offers

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