Administrative Assistant 3

Arizona Department of Administration • Bullhead City, AZ

2d • Onsite

About The Position

The Division of Benefits and Medical Eligibility (DBME), Family Assistance Administration (FAA), is seeking an experienced and highly motivated Administrative Assistant 3 to support its West 1 Region in Bullhead City, Arizona. Under the direction of the Regional Program Manager, this position performs work required to support the region and applies detailed knowledge of the agency’s organization, policies, personnel, and day-to-day problem-solving. The role works independently with general instructions on a variety of projects, using word- and data-processing equipment and other automated office equipment.

The position supports regional performance goals, coordinates communications and administrative activities, researches and serves on special projects, and prepares and maintains reports and spreadsheets. It also coordinates meetings, state vehicle maintenance and inspections, training and travel arrangements, inventory, and supply orders. The role requires professional customer service and the ability to manage detailed work, competing priorities, and deadlines.

The ideal candidate has administrative support experience, experience dealing with multiple levels of management, and skills in preparing spreadsheets and summary reports. Candidates should have excellent organizational, oral communication, and written communication skills and be able to meet deadlines. Employment is contingent on passing background and reference checks and successfully completing E-Verify. Driver’s license requirements apply if driving or use of a vehicle is an essential job function.

Requirements

• Knowledge of standard administrative office practices and procedures.
• Knowledge of office and database management and proficiency with a personal computer and related software applications.
• Ability to perform technical, complex, and difficult administrative work using independent judgment.
• Ability to oversee multiple projects or assignments, set priorities, meet deadlines, and follow up on assignments with minimum direction.
• Ability to explain policies, procedures, and general knowledge of the immediate unit and Division to internal and external customers.
• Ability to gather and summarize data for reports.
• Ability to create and maintain spreadsheet reports and correspondence while considering relevant policies and procedures.
• Keyboarding skills and proficiency with Microsoft Word, Excel, and Outlook.
• Experience using Google documents and Google sheets, inter-/intranet tools, and telephone systems.
• Ability to perform administrative functions for administrators in a responsible and confidential manner.
• Ability to handle detailed work accurately and quickly.
• Ability to respond to internal and external customers with tact, diplomacy, accuracy, and timely information.
• Ability to plan, coordinate, analyze, establish priorities, and develop efficient operating procedures.
• Ability to communicate administrators’ instructions accurately and promptly.
• Ability to create, maintain, and complete special projects, reports, and correspondence accurately and on time.
• Ability to schedule competing meetings and conferences with appropriate preparation and follow-up.
• Ability to interact with other administrative departments and outside representatives.
• Successfully pass background and reference checks.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Meet driver’s license requirements if driving or use of a vehicle is an essential function of the job.

Nice To Haves

• Experience in administrative support and dealing with multiple levels of management.
• Experience preparing spreadsheets and summary reports.
• Ability to meet deadlines and excellent organizational skills.
• Excellent oral and written communication and customer service skills.

Responsibilities

• Support the region in meeting performance goals and objectives.
• Build professional relationships to meet the business needs of the region.
• Communicate with other divisions, agencies, and outside entities.
• Research for and serve on special projects.
• Monitor, prepare spreadsheets, and update reports.
• Respond to action items and monitor and track items sent to the central office.
• Prepare meeting agendas and minutes and follow up with meeting participants.
• Coordinate state vehicle maintenance and inspections.
• Coordinate and track training and travel arrangements.
• Maintain inventory and order supplies.
• Provide customer service.
• Perform other duties as assigned.

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 of up to 12 weeks per year for a newborn or newly placed foster or adopted child.
• Deferred compensation plan.
• Wellness plans.
• Tuition reimbursement stipend opportunities.
• Infant at Work Program.
• Rideshare and public transit subsidy.
• Career advancement and employee development opportunities.

What This Job Offers

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