Administrative Assistant 3

Arizona Department of Administration • Phoenix, AZ

2d • $44,576 - $46,800 • Hybrid

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 operates under the general direction of the Senior Training Manager for the Office of Professional Development. The role involves performing a variety of complex administrative tasks, including research, special projects, fiscal and operational reports, development and modification of office procedures and forms, coordination of administrative activities between organizational units, composing a wide variety of correspondence, and interpreting and communicating organizational rules, regulations, and functions. The position may offer the ability to work a hybrid schedule within Arizona, with two days per week required in-office attendance, based on business needs and performance measures. The State of Arizona promotes a work culture of flexibility, autonomy, and trust, with many employees participating in the State's Remote Work Program.

Requirements

• Principles and practices of administration and management
• Agency and program rules, processes, regulations, and operating procedures
• Accounting and budget procedures
• Standard processes and procedures related to the preparation of contracts and other agreements
• Conducting research, special projects, planning, and report preparation
• Developing or modifying procedures and forms to improve operational effectiveness
• Preparing fiscal and operational reports
• Coordinating administrative matters between organizational units
• Interpreting and explaining organizational rules, regulations and functions
• Problem-solving
• Prioritizing work-flow
• Researching and correcting errors
• Oral and written communications
• Time management
• Using computers, Internet based applications, and working with databases
• Using software applications such as Gmail and G Suite
• Ability to learn and interpret agency or program rules, regulations and operating procedures
• Ability to make administrative and procedural decisions and judgments
• Ability to analyze and solve problems
• Ability to plan and coordinate activities
• Ability to provide technical oversight
• Ability to establish priorities, organize, and manage time productively
• Ability to develop effective operating procedures
• Ability to create, compose, and edit written materials
• Ability to retrieve, research, and interpret data from various reporting tools or systems
• Must possess and retain a current, valid class-appropriate driver’s license if operating a motor vehicle on State business.
• Must complete all required training and successfully pass all necessary driver’s license record checks if operating a motor vehicle on State business.
• Must maintain acceptable driving records and complete all required driver training if operating a motor vehicle on State business.
• Must maintain statutorily required liability insurance if operating a personally owned vehicle on state business.
• Must successfully pass background and reference checks.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Three (3) or more years of responsible administrative experience; or Bachelor's degree in a field appropriate to the assignment from an accredited college or university and two years responsible administrative experience; or a Master's degree in a field appropriate to the assignment from an accredited college or university and one year responsible administrative experience.

Responsibilities

• Oversees and performs a range of diverse administrative activities for the Administration, serving as the central point of contact with other Divisions and external constituencies in the resolution of day-to-day matters.
• Assists in administrative problem solving, program and project planning, development, and execution of stated objectives.
• Monitors, reconciles, and assists with fiscal operations for the Administration, including budgets, contracts, and travel reimbursements.
• Reviews and processes procurement requests using the Arizona Procurement Portal, ensuring accuracy and conformity to requirements.
• Utilizes knowledge of operational issues to create, compose, and edit technical and/or administrative correspondence and documentation, including computerized forms and reports.
• Monitors the activity of the Administration to ensure all forms and reports are completed by deadline.
• Researches information, compiles statistics, and gathers and computes various data.
• Prepares special reports, summaries, or replies to inquiries, selecting relevant data from various sources.
• Establishes, updates, and maintains electronic and physical files, inventories, and records.
• Implements and maintains data management systems.
• Provides and oversees support activities such as answering telephones, maintaining calendars, scheduling appointments, arranging meetings, assisting with inquiries, and resolving problems.
• Reviews and controls incoming and outgoing correspondence and follows up on operational commitments.

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