ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Phoenix, AZ

1d•$38,130 - $44,879•Hybrid

About The Position

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3. 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 principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Requirements

Procedure analysis and policy development.
Creation, development, writing and editing of high level business communications (i.e., letters, memos, email and reports).
Basic strategic planning concepts.
Standard office and administrative practices.
Data gathering, summarization methods, and report preparation.
Compliance Programs and the 7 elements of compliance.
Open Meeting Law.
Federal and State rules/regulations governing DES / DDD.
Time management skills.
High-level skills in analyzing, problem solving and decision-making.
Excellent oral and written communication skills including graphic presentation of information/data.
Establishing and maintaining effective working relationships.
Using Microsoft Office and Google suites in computer programs.
Creating, analyzing and comprehending complex issues by creating, extracting and manipulating data from multiple and diverse resources (e.g., databases, articles, reports, etc.).
To facilitate meetings with presentations and note taking and adhering to open meeting law requirements.
Research techniques (e.g., internet and other sources).
Apply personnel rules, policies, and procedures.
Provide professional executive level administrative and technical.
Coordinate and track projects/assignments from start to completion.
Handle highly sensitive and confidential assignments and situations including legal or personnel related matters.
Prioritize, adapt, multi-task and manage tasks and assignments.
Work and act independently requiring self-initiative as well as work as part of a team.

Nice To Haves

State experience preferred.

Responsibilities

This position is responsible for creating and modifying various documents and developing and maintaining spreadsheets, databases, and or tracking systems to manage project assignments.
Acts as a liaison & responsible for writing/distributing communication emails, correspondence, memos, letters to the Assistant Director. (AD) office/the DES Directors office/General counsel/the Attorney Generals Office and AHCCCS.
Prepares meeting documents & minutes, prepares agendas, coordination. with participants including collaboration meetings with outside stakeholders such as Internal Affairs, Office of Inspector General, the AG.
Maintains calendars, creating meeting invites, including ELT calendars as needed, prepares correspondence and reports, and maintains electronic and hard copy files, completes & approves ETE timecards for staff as needed.
Maintain the units yearly administrative policies, procedures and team deliverables by tracking, obtaining and providing updates as well status reports.
Develops, Tracks and coordinates with others the status of projects, follows up on requests and on outstanding issues to complete and provide timely responses.
Builds expertise in an assigned Operational Area in order to be able to furnish technical assistance regarding adherence to operational standards or strengthening accuracy, and completeness of AHCCCS-deliverable reports that flow from health plans to DDD and from DDD to AHCCCS.
Builds Maintaining office support coverage and equipment and supplies, etc.
Photocopying, faxing, filing, coordinating staff events, and assisting with employee recognition.
Maintains contact lists and independently completes special projects.

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