Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

2d • Onsite

About The Position

The Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3. This position provides high-level administrative support services to either a District Program Manager, Network Manager, Quality Manager, or a Support Coordination Area Manager within DDD. This position has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. This position will complete and act as the back up to some Arizona Health Care Cost Containment System (AHCCCS) Deliverables, team and unit metrics, as well as function as office manager. 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 a principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

• Knowledge in: Principles and practices of administration and time management.
• Appropriate use of grammar, punctuation, and formatting various documents.
• Methods for tracking complex work with critical time lines.
• Basic program rules, regulations, and operations procedures.
• Skills In: Excellent and oral and written communication.
• Excellent phone skills.
• Planning, organization, and time management.
• Using computer software/programs (e.g., Microsoft Office Products, Proficient in Google Workspace).
• Ability to: Use independent judgment and work independently.
• Think through problem situations and manage difficult phone calls.
• Compose various documents with minimal supervision.
• Create standard processes that relate to job task.
• Multi-task and complete work within required time lines.
• Sit and work on the computer for a sustained period of time.
• Take and produce meeting minutes.
• Learn and apply the office procedures related to the Division.
• Work in a fast paced environment.
• Learn LAN applications such as FOCUS.
• Maintain confidentiality and professionalism at all times and through all work.
• Learn the supply ordering system.
• Relate in a positive and cooperative manner with a wide variety of people.

Nice To Haves

• Three (3) years responsible administrative assistant or case aide experience; OR a Bachelor's degree in Business Administration, Public Administration, or closely related field and two (2) years responsible administrative experience.

Responsibilities

• Independently composes letters and memos, prepares PowerPoint presentations, develops Excel spreadsheets, maintains and enters information into databases in a timely and accurate manner; develops and utilizes a tracking system for project management to ensure timely submission of internal and external assignments/work products for Agencies, organizations, and businesses on a variety of subjects and issues.
• With minimal supervision, confers with supervisor, other Division staff, persons from community agencies, organizations, and businesses on a variety of subjects and issues.
• Answers and/or researches needed information from e-mail or phone calls from various staff or other entity requesting assistance, ensuring complete and timely responses.
• Works with internal stakeholders to resolve issues; reports on issues.
• Complete AHCCCS and unit deliverables as needed.
• Carry out back up duties for Central Office Network team.
• Function as the team's office manager to: ensure compliance with DES/DDD and District policies and procedures, promoting a professional and customer service environment, maintain office support coverage and office equipment and supplies, etc.
• Independently coordinates, facilitates and attends various meetings, taking minutes, transcribing and distribution.
• Maintains calendar for Administrator, sets up meetings as requested; complete follow up related to the various meetings.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level