ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Tucson, AZ

1d•$29,008 - $40,524•Onsite

About The Position

The Department of Economic Security (DES) is seeking an experienced and highly motivated individual to join their team as an Administrative Assistant 3. This role will provide high-level administrative support services to management within the Division of Developmental Disabilities (DDD). The position involves significant public contact with administrators, parents, individuals, contracted providers, and stakeholders. The successful candidate will, with minimal direction, receive and screen incoming correspondence and telephone contacts directed to the manager professionally, using sound judgment to determine the course of action. Applicants 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 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
Possess 3 years responsible administrative experience; OR Bachelor’s degree in a field appropriate to the assignment from an accredited college or university and two years responsible administrative experience; OR a Master's degree in a field appropriate to the assignment from an accredited college or university and one year responsible administrative experience.
Successfully pass background and reference checks.
Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Requires driving or the use of a vehicle as an essential function of the job.

Nice To Haves

Bilingual (English and Spanish) preferred but not required.

Responsibilities

Conducts research, including conferring with supervisor, Division staff, and people from community agencies, organizations, and businesses to resolve issues or provide 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, databases, 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.
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.
Maintains office support coverage.
Maintains office equipment and supplies.
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