Administrative Assistant 3

Arizona Department of Administration • Phoenix, WA

21h • $18 • Onsite

About The Position

The Industrial Commission of Arizona (ICA) is seeking an Administrative Assistant 3 for the Ombudsman Division. This role provides specialized secretarial and administrative support, requiring knowledge of procedures, forms, and documents related to the division's functions. The position involves preparing correspondence, managing files, assisting with scheduling and tracking deadlines, screening calls and mail, and collaborating with other divisions and the public. The goal is to ensure secretarial and administrative activities are performed thoroughly, professionally, and in accordance with applicable laws, generating a high-quality work product.

Requirements

• Knowledge in Commission computer system.
• Knowledge of Ombudsman Division purposes, goals, organization, workflows, equipment, and processes, including administrative and office procedures.
• Knowledge of concepts, terminology, principles, and procedures related to state law pertaining to workers’ compensation.
• Knowledge of Internet Search Engines, social media and Government websites.
• Skills in Teamwork.
• Skills in Planning/organization, multi-tasking, and time management.
• Skills in Clear and concise oral and written communication, including attention to detail.
• Skills in Use of computers and other technical devices/programs/software.
• Skills in Problem-solving, ingenuity, and decision-making.
• Skills in Interpersonal communication and mentoring.
• Skills in Conducting web engine, social media, and government website searches.
• Ability to interact professionally with a diverse group of clients, coworkers, and the public.
• Ability to display courteous, ethical, and professional behavior.
• Ability to exercise good judgement in making decisions.
• Ability to multi-task, prioritize, adapt to changing circumstances, and follow instructions.
• Ability to maintain emotional control and work under pressure.
• Ability to effectively manage various assignments and work in a fast-paced environment.
• Ability to coordinate work with administrative support staff and investigators within the Legal Division.
• Ability to proofread and ensure accuracy and quality work.
• Ability to recognize and engage those with different backgrounds, characteristics, and perspectives to bridge gaps in understanding of differing viewpoints, as well as ensuring persons with diverse perspectives are given the opportunity to collaborate and provide input.
• Ability to gather and decipher information obtained from research to determine whether a business is operating with employees.
• Read, write, and speak English and Spanish sufficient to assist claimants.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Bilingual-Fluent in English and Spanish.
• Bi-lingual English/Spanish Speaking

Responsibilities

• Provides specialized secretarial/administrative support to the Ombudsman Division, requiring knowledge of procedures, forms, and documents.
• Prepares a variety of correspondence and other documents using technical knowledge and expertise.
• Completes correspondence, notices, and forms from marginal notes, verbal, and written directions.
• Creates, processes, updates, and maintains Ombudsman files.
• Assists Ombudsman and Assistant Ombudsman with scheduling and tracking of deadlines and other events.
• Ensures secretarial/administrative activity is performed thoroughly, professionally, in a timely manner, and in accordance with applicable laws.
• Screens and handles a wide variety of telephone calls and mail.
• Confers and collaborates with representatives from other divisions of the Commission and members of the public to acquire and give information requiring minimal judgment or discretion regarding general questions.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Participation in the Arizona State Retirement System (ASRS) with employer contributions matched.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed