Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

2d • $22 • Onsite

About The Position

Under the guidance of the Real Estate Division Section Managers, the
Administrative Assistant III provides administrative support to the Rights of
Way, Commercial Sales & Leasing, and Planning & Engineering Sections. The
incumbent is responsible for performing a large volume of administrative and
time-sensitive tasks to assist all staff within the Real Estate Division. This
position is responsible for accurate and timely maintenance of internal and
external meeting scheduling and agendas, reviewing and routing inquires,
creating and maintaining electronic files, routing documents for review and
approval, and effectively handling a variety of calls, emails, and visitors.

This position is primarily in-office, and offers a flexible scheduling option of
30-40 hours per week.

Requirements

• Knowledge of: -Principles and practices of basic to complex administrative support procedures and activities
• Document and letter preparation
• Scheduling and calendar maintenance
• Spreadsheet usage and tracking
• Computer programs, including Microsoft Office, Google Suite, and Salesforce
• Basic project management and coordination
• Principles, practices and understanding of basic real estate related activities such as sales and leasing, rights of way, and land use planning
• Skilled In: -Advanced verbal and written communication
• Locating and selecting the most appropriate guidelines for various circumstances
• Organization and time management
• Supporting 20-30 team members
• Collaboration to obtain support, cooperation, and timely action or change from involved parties
• Providing excellent customer service to various levels of government, business officials, and the public
• Ability To: -Compose correspondence and documentation according to Department policy and procedures
• Gather and summarize data for reports
• Decipher large amounts of complex information and determine what needs to be brought to the attention of the professional section staff
• Successfully plan and direct a variety of administrative functions
• Perform problem solving analysis
• Establish and maintain positive, effective, working relationships
• Develop performance goals and assess progress towards their achievement
• Maintain numerous records and manage multiple tasks concurrently
• Exercise appropriate personal judgment within the guidelines of recognized laws, rules, procedures, and policies affecting the overall management of State Trust lands
• Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete required driver training. (refer to Arizona Administrative Code R2-10-207.12.) Driver’s License Requirements.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• A minimum of 2 years of professional level administrative support, OR a minimum of 2 years processing real estate documents or other complex contracts. Some college course work preferred.

Responsibilities

• Accurate and timely preparation and maintenance of a variety of documents based on existing templates, including physical and electronic versions of division-level records and files.
• Prepare and update spreadsheets and electronic files for weekly internal meetings and approvals. On a rotating schedule, facilitate the Agency-wide application review meeting.
• Respond to all electronic, telephone and written messages regarding Real Estate Division-related inquires. Screen/handle real-time calls and visitors.
• Work with internal and external customers to schedule and facilitate meetings by coordinating attendee availability, routing draft and final agendas, scheduling conference rooms, and escorting in-person visitors to meeting locations.
• Collect and organize for management review monthly reports provided by other sections for expiring files, invoicing, accounts payable defaults, and insurance defaults.
• Office-related administrative duties and activities; sort and distribute physical and electronic mail, use of standard office equipment, prepare and submit purchase orders related to office supplies, professional memberships, and continuing education courses.
• Serve as back up support for Commissioner's Office reception desk.
• Arizona Management System participation; group huddles and 1:1 coaching sessions; continual identification of areas for process and quality improvement; adherence to established standard work and procedures.
• Other duties as assigned as related to the position.

Benefits

• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child
• Other Leaves - Bereavement, civic duty, and military
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable health insurance plan, including medical, dental, life, and disability insurance
• Tuition Reimbursement and Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees