Administrative Assistant 3

Arizona Department of Administration•Phoenix, AZ

1d•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

Knowledge in procedure analysis and policy development.
Knowledge in creation, development, writing and editing of high level business communications (i.e., letters, memos, email and reports).
Knowledge in basic strategic planning concepts.
Knowledge in standard office and administrative practices.
Knowledge in data gathering, summarization methods, and report preparation.
Knowledge in compliance programs and the 7 elements of compliance.
Knowledge in Open Meeting Law.
Knowledge in Federal and State rules/regulations governing DES / DDD.
High-level skills in analyzing, problem solving and decision-making.
Excellent oral and written communication skills including graphic presentation of information/data.
Skills in establishing and maintaining effective working relationships.
Skills in using Microsoft Office and Google suites in computer programs.
Skills in creating, analyzing and comprehending complex issues by creating, extracting and manipulating data from multiple and diverse resources (e.g., databases, articles, reports, etc.).
Ability to research techniques (e.g., internet and other sources).
Ability to apply personnel rules, policies, and procedures.
Ability to provide professional executive level administrative and technical support.
Ability to coordinate and track projects/assignments from start to completion.
Ability to handle highly sensitive and confidential assignments and situations including legal or personnel related matters.
Ability to prioritize, adapt, multi-task and manage tasks and assignments.
Ability to work and act independently requiring self-initiative as well as work as part of a team.

Nice To Haves

State experience preferred.

Responsibilities

Creating and modifying various documents and developing and maintaining spreadsheets, databases, and or tracking systems to manage project assignments.
Acting as a liaison and 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.
Preparing meeting documents & minutes, preparing agendas, coordination with participants including collaboration meetings with outside stakeholders such as Internal Affairs, Office of Inspector General, the AG.
Maintaining calendars, creating meeting invites, including ELT calendars as needed, preparing correspondence and reports, and maintaining electronic and hard copy files, completing & approving ETE timecards for staff as needed.
Maintaining the units yearly administrative policies, procedures and team deliverables by tracking, obtaining and providing updates as well status reports.
Developing, tracking and coordinating with others the status of projects, following up on requests and on outstanding issues to complete and provide timely responses.
Building 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.
Maintaining office support coverage and equipment and supplies, etc.
Photocopying, faxing, filing, coordinating staff events, and assisting with employee recognition.
Maintaining contact lists and independently completing 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