ADMINISTRATIVE ASSISTANT 3
About The Position
The Department of Economic Security (DES) is seeking an experienced and highly motivated individual to join their team as an Administrative Assistant 3. This position performs a variety of complex administrative tasks for the Accounts Receivable Unit within the Office of Accounts Receivable and Collections (OARC). Responsibilities include research, special projects, operational reports, writing and revising office procedures and forms, coordinating administrative assignments between organizational units, and interpreting and communicating relevant policies, rules, and regulations. The role also involves responding to telephone, email, and in-person inquiries, reviewing automated system client data for accuracy, updating information, reviewing demand letters and correspondence, and routing information to appropriate OARC staff. Additionally, the position imports documents to OnBase, researches client data on DES mainframe systems to determine file location, enters name and address changes in the automated system with appropriate comment codes, receives, sorts, and distributes incoming mail, date-stamps appeal documents, reviews, inputs, and forwards appeal information timely, and collates data for civil actions and garnishments. The State of Arizona offers a work culture that provides employees with flexibility, autonomy, and trust, with many State employees participating in the State's Remote Work Program.
Requirements
- Principles and practices of administration and management.
- Agency and program rules and processes, regulations and operating procedures.
- Accounting and collection practices.
- Style and format of correspondence, reports, and interoffice memorandums.
- Conducting research, special projects, planning, and report preparation.
- Developing or modifying procedures and forms to improve operational effectiveness.
- Maintaining records.
- Organizing resources and establishing priorities.
- Interpreting and explaining organizational rules.
- Communicate effectively, both orally and in writing.
- Gather data, compile information, and prepare reports.
- Retrieve, research, and interpret data from various reporting tools or systems.
- Analyze and solve problems.
- Make administrative and procedural decisions and judgments.
- Solve problems and provide technical oversight.
- Establish and maintain effective, cooperative relationships with a diverse staff.
- Possess and retain a current, valid class-appropriate driver’s license.
- Complete all required training.
- Successfully pass all necessary driver’s license record checks.
- Maintain acceptable driving records.
- Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Nice To Haves
- Three years of responsible administrative experience; or a Bachelor's degree in a field appropriate to the assignment from an accredited college or university and two years of responsible administrative experience; or a Master's degree in a field appropriate to the assignment from an accredited college or university and one year of responsible administrative experience.
Responsibilities
- Oversee and perform a range of diverse administrative activities for the Accounts Receivable Unit.
- Serve as central point of contact with other Divisions and external constituencies in the resolution of various day-to-day matters concerning the administration.
- Assist in administrative problem solving, program and project planning, development and execution of stated goals and objectives.
- Conduct research, compile statistics, and collect and analyze various data sets.
- Establish, updates, and maintain electronic and physical files, inventories, and records.
- Implement and oversee data management systems to ensure data integrity and accessibility.
- Demonstrate professional knowledge of operational processes to design, develop, and edit technical spreadsheets and documentation.
- Manage administrative support functions, including scheduling appointments, maintaining calendars, and coordinating meetings, facility usage, events, and travel arrangements, if applicable.
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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
