Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

1d • 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. This position will maintain accurate and timely completion of various administrative tasks requiring considerable knowledge of DDD. This position will be responsible for assisting the Transition Coordinator (TC) with all of the tasks associated with the initial, annual and open enrollment in accordance with the Arizona Health Care Cost Containment System/Division of Developmental Disabilities contract, policy and guidelines. The incumbent must collaborate with the TC and other staff to facilitate mail, e-mails, and maintenance of the website information for all of the enrollment activities managed by the TC. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high-quality, and member-driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. 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 a spouse or close family with a principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

• Knowledge in: Microsoft Office Suite (Outlook, Word, Excel, PP); Google Suites and a variety of office equipment.
• Health care principles, government organization, and state personnel rules.
• Principles and practices of office techniques including drafting correspondence, management of calendars, and data management.
• Excellent and proven effective oral and written communication.
• Planning, coordinating, analyzing, establishing, prioritizing tasks and activities, as well as impeccable time management.
• Organizing and managing meetings, committed and high level work groups.
• Perform detailed work with speed and accuracy and possess critical thinking.
• Perform standard administrative functions required by Manager.
• Work independently and produce quality work products.
• To interact professionally with various stakeholders, members, DDD staff and other agencies.
• Learn and apply programs, policies and procedures of DDD, AHCCCS, and Managed Care Organizations.
• Schedule and coordinate meetings efficiently.

Nice To Haves

• At least three to five (3-5) years of demonstrated work experience providing executive assistance in a health care environment.
• Spanish speaking/bilingual candidate preferred.

Responsibilities

• Develops, maintains and tracks various metrics and data related to HCS functions such as mortality reviews, utilization and transition (open, annual and transition of members).
• In coordination with the Transition Coordinator and the Medical Manager, participates and organizes work pertaining to enrollment activities.
• Provides periodic reports to the Office of Medical Management related to new members, enrollment changes, requests for changes, correspondence, trainings, and 834 ETI File transactions.
• Under the oversight of the Transition Coordinator, processes new and annual enrollment and transition to ensure no disruption in service occur during enrollment and transition activities.
• Monitors mailbox and responds to inquiries explaining the enrollment process to members.
• Answers inquires, provide direction and resolve problems to external and internal customers.
• Assists with training new staff as needed.
• Ensures ID badges are obtained, building safety and security, staff parking assignments and after hours building access for new and existing staff.
• Approves and/or rejects electronic time cards for all personnel as needed.
• Schedules meetings, appointments, and travel for supervisors/nurses.
• Reserves conferences and equipment for various meetings and take minutes at multiple meetings as assigned.

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
• Education Level: No Education Listed