ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration • Phoenix, AZ

1d • $22 • Onsite

About The Position

THE DEPARTMENT OF EMERGENCY & MILITARY AFFAIRS (DEMA), LED BY THE ADJUTANT
GENERAL, PROVIDES EMERGENCY MANAGEMENT AND MILITARY CAPABILITIES TO THE CITIZENS
OF ARIZONA AND THE NATION. THE EMERGENCY MANAGEMENT DIVISION CONSISTS OF THREE
SECTIONS—OPERATIONS, PREPAREDNESS, AND FINANCIAL ADMINISTRATION. EACH SECTION
WORKS COLLABORATIVELY ACROSS THE AGENCY AND WITH EXTERNAL PARTNERS TO MANAGE
EMERGENCY RESPONSES AND REDUCE THE IMPACTS OF DISASTERS. ADDITIONALLY, DEMA IS
THE HEADQUARTERS FOR THE ARIZONA NATIONAL GUARD, THE PRIMARY COMBAT RESERVE OF
THE UNITED STATES MILITARY. THE ARIZONA ARMY AND AIR NATIONAL GUARD PROVIDE
MILITARY FORCES AND EQUIPMENT TO ACCOMPLISH COMMUNITY, STATE, AND FEDERAL
MISSIONS.

Under the direct supervision of the Master Planner, this position provides
administrative support for the Construction and Facilities Management Office
(CFMO). The Administrative Assistant 3 provides administrative and office
support activities to multiple team members of the Planning and Programming
(P&P), Department of Project Management (DPM), and Facilities Maintenance (FM)
for the Arizona Army National Guard (AZARNG) Construction and Facilities
Management Office (CFMO). Responsibilities include managing appointments,
meeting and event arrangements, filing, correspondence, meeting minutes, and
document formatting and processing. Admin 3 may also process and track payments
of leases and prepare supply orders as needed. Actively participates in
promoting a continuous improvement workplace culture, through the use of
teamwork, root cause problem solving, standard operating procedures, and review
of performance metrics.

Requirements

• Knowledge of: • Management, administrative practices, and operating procedures. • Budget and invoice tracking procedures. • Advanced level of computer applications for word processing, spreadsheets, publishing software, and presentations. • Principles, concepts, and current practices in Arizona government organizations as they apply to accounting budgeting and fiscal controls. • Military filing procedure/best practices.
• Skilled in: • Written and verbal communication. • Customer service and interpersonal relationships with civilian, military, and government representatives. • Skilled in the analysis and evaluation of budget requests and documentation for completeness and accuracy. • Problem analysis and resolution. • Skilled in the use of computers including MS Office products to include Word, Excel, PowerPoint, Outlook, and TEAMS.
• Ability to: • Analyze and resolve conflicts in policy and program objectives. • Work in an environment of high volume and heavy workload requiring a high level of accuracy. • Multi-task with speed and accuracy while remaining flexible with respect to changes in the environment or conditions. • Plan, analyze, coordinate multiple activities, and establish priorities. • Develop effective operating processes and procedures. • Manage time efficiently. • Travel in and out of state to attend training, conferences, workshops seminars, meetings, and events. • Type 40 - 60 words per minute.

Nice To Haves

• Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described. Four or more years of combined experience in budget/accounting and administrative responsibility OR bachelor’s degree in relevant field (accounting, business administration, finance, or similar field) from an accredited college or university with 2+ years of accounting/business/administrative experience. Previous experience in records maintenance/management is desired.

Responsibilities

• Provide administrative support to the P&P Director. Maintain appointments for the Director as needed or requested. Maintain Planning and Programming calendar: tracking vacations, medical leave, and other activities of staff. Attend meetings to take and prepare meeting minutes as required. Prepare correspondence and memorandums in accordance with military regulations, as required by Director.
• Assists Planning staff (Real Estate, Real Property, GIS, Master Planning) with support related activities, including filing, archive research, staff contact list maintenance and other administrative tasks as required. Prepare correspondence and memorandums in accordance with military regulations, as needed by Planning staff.
• Assists Department of Project Management (DPM) and Facilities Maintenance (FM) with support related activities, including the collection and processing of project close-out documents. Other administrative tasks may also be performed for DPM and FM as requested. All support activities for DPM and FM will be coordinated and approved by Master Planner.
• Prepare and submit requisitions and receiving reports through Arizona's Procurement Portal. Track related purchase orders. Prepare invoices and send to appropriate official for payment approval. Manage use of and track departmental credit cards if required. File, review, submit reconciled credit card receipts with bank statements monthly. Prepare and submit CFMO supply orders if required.
• Assists CFMO Admin 3 with various office functions and coordination of special events such as quarterly ceremony, office relocations, inventory, and any other special assignments as coordinated and approved by Master Planner.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees