Administrative Assistant 3

Arizona Department of Administration • Holbrook, NY

4d • Onsite

About The Position

This position serves as Administrative Assistant to the Northeast District. This position provides administrative support for the Northeast District as follows: under general supervision of the Management Analyst IV, performs a variety of administrative functions of moderate difficulty, and serves as support staff to the Northeast District Maintenance team by providing procurement activities to all maintenance units. This position also provides administrative duties to district management staff and the Administrative Services Officer; coordinates activities and administrative matters between organizational units that have a moderate impact on agency operations. Northeast District is a snow district and the Administrative Assistant is assigned to various shifts to staff and dispatch the radio call 24 hours a day and seven days a week when needed for storm coverage.

Requirements

• Management principles
• Business practices
• Office procedures
• Procurement basics
• Professional English grammar
• Familiarity with information systems
• Databases
• Google Workspace tools
• Strong verbal and written business communication
• Effective problem-solving
• Accurate data entry
• Proficient use of spreadsheets and word processing
• Confidentiality practices
• Solid time-management and prioritization
• Analyze data and documentation
• Plan and coordinate tasks
• Develop clear administrative materials
• Work effectively under pressure
• Adapt to multiple software platforms
• High School Diploma or GED
• 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
• Complete all required driver training
• Maintain the statutorily required liability insurance
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)

Nice To Haves

• Three (3) years administrative or accounting experience or combination or Bachelor's degree in Business Accounting or related field.

Responsibilities

• Perform purchasing of approved goods and services and hotel stays for the District units and assures compliance with State procurement law; generates purchase requisitions, confirms deliveries, services and receiving; processes invoices for submission; assists with other needs within the district.
• Reviews and monitors budget expenditures.
• Perform specialized research and cost estimating for maintenance supervisors, track and manage maintenance services, product and inventory items; identify and recommend any trends for future budget preparation; report maintenance unit expenditures in Pecos.
• Attend meetings, training and seminars as required.
• Coordinate activities with other District groups, ADOT divisions and community organizations.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• 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
• Education Level: High school or GED