Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

23h • 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 management. This position coordinates/organizes with DDD, Quality Management Unit (QMU), Quality of Care (QOC) Nurse Supervisors, QMU Nurse Manager, Nurse Program Administrator and Medical Director. This position is responsible for assisting the QMU with administrative work related to Mortality reviews, Case Resolution meeting and QOC Investigations. 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: ACCESS, Microsoft, Google databases.
• Extract information and create information and templates for files.
• Principles and practices of administration and time management.
• Methods for tracking complex work with critical time lines.
• Understanding of Quality Management concepts.
• Manage a large, complex and varied work volume.
• Must have good organization and time management skills.
• Oral and written communication.
• Listening.
• Multi-task and complete work within required time lines.
• Plan and coordinate activities.
• Analyze and establish priorities.
• Develop effective operating procedures
• Driver’s License Requirements . Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to Driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
• Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Three years responsible administrative experience, or bachelor's degree in in a field appropriate to the assignment from a an accredited college or university and two years responsible administrative experience.

Responsibilities

• Database development, maintenance, extracting information and putting in into graphic display to hand off to administration for analysis.
• Processes templates (CAP Letter, Closure Letter, Acceptance Letter) and email correspondence.
• Provides administrative support the QOC Investigative team.
• Distributes information as needed.
• Monitors and files information from vendors and nurses related to QOC cases.
• Coordinates with AHCCCS and nurses on completion of received QOC concerns.
• Forward QOC templates and PowerPoint presentations for approval to QMU Manager, Administrator and final approval from Medical Director.
• Maintains tracking calendar with due dates.
• Establishes electronic files and audits files for completion.
• Follow-up on missing documents and any inquiries from AHCCCS.
• Assists with mortality review activities.
• Obtains critical information.
• Organizes file for QMU reviews and completes follow-up requests.
• Maintaining database.
• Archiving and assisting with pulling the mortality data used to write the Annual Mortality Review Report for the Assistant Director.
• Monitors and updates all trackers related to the QMU team.
• Presents topics in the weekly QMU meetings, specifically the case resolution meeting.
• Assigns QOC cases to QMU Nurse Team.
• Plans, organizes and schedules meetings as needed for team members.
• Assists in maintaining of necessary documentation to support QOC case work in the member files in the Z-Drive.
• Assists with Payroll.
• Tracks completion of mandatory trainings by QMU staff.
• As part of QA Administrative Team, assists with decision making, prioritizing of project, process improvement plans.
• Routinely completes follow-up activities.

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