Administrative Assistant 3

Arizona Department of Administration • Holbrook, AZ

5d • Onsite

About The Position

Under general supervision of the Maintenance Analyst 4, this position performs a variety of moderately difficult administrative, financial and communication functions. Work assignments are varied, change frequently, and require considerable self-initiative and being able to work in a team environment. Coordinates activities and administrative matters within two or more Maintenance Units and between organizational units of one or more programs, other government agencies and the public that have moderate impact on agency operations. Primarily responsible for tasks for the Maintenance Supervisors, Superintendent and Maintenance Analyst 4. Provides customer service to ADOT employees and to the public in the Northeast District. Overtime during emergencies, weather events and incident management activities on weekends, nights and holidays may be required. 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. Occasional travel and overnight stay for meetings and training is required.

Requirements

• Principles and practices of administration and management, to include, but not limited to business math, accounting principles & practices and English/ grammar
• Office procedures
• Procurement, practices to include on line research to obtain contractual information, delivery information
• Purchase requisitions, purchase orders and receives into system to initiate purchase and/or payment and modify documents as needed
• Budgeting and accounting principles
• Inventory monitoring
• Computer systems and associated business office software, scheduling and organizing, communications
• Payroll applications
• Customer service
• Incident management
• Professional verbal and written communication
• Time management and establishing priorities
• Work place organization
• Email, word processing, spreadsheet, development of tracking metrics, database and presentation software applications preferably in Microsoft or Google applications
• Preparing reports
• Problem solving and decision making; creating and maintaining interpersonal business relationships
• Scheduling
• Comprehend and follow directions
• Work under pressure and in a stressful and changing environment
• Be flexible
• Adapt to interruptions
• Plan, coordinate and analyze multiple tasks
• Communicate effectively, both written and verbally
• Work independently and on a team
• Maintain a high level of confidentiality
• Treat all customers fairly and equitably regardless of need
• Analyze and evaluate a wide variety of highway maintenance data
• Design and draft forms, sketches and diagrams for procurement and contract administration documents
• Driving or the use of a vehicle as an essential function of the job
• 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 (see Arizona Administrative Code (A.A.C.) R2-10-207.11)
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)

Nice To Haves

• Two (2) years experience as an Administrative Assistant 2; or three (3) years experience as an Administrative Assistant 1; or equivalent administrative office experience.

Responsibilities

• Purchase goods and services using State procurement and accounting systems.
• Conduct research to generate a variety of purchasing documents and modify as needed.
• Ensures compliance with all State procurement laws, rules, regulations and policies.
• Receives goods and services, determines appropriate distribution amounts, codes billings to correct funding source and submits documentation to accounts payable.
• Designated purchasing card holder.
• Researches outstanding accounts payable.
• Assist in overseeing estimates of labor, equipment, material, and contract expenditures for the supervisors to assist with forecasting budgets.
• Track, review and monitor funds expended from the budget to assure to ensure current spending practices are compliant with State Procurement rules and agency guidance and that at expenditures do not exceed available allocated funds.
• Utilizes the maintenance management performance system (PeCos) for assigned Org including oversight of computer entry and work reporting, analyzes work reports, for determination of accuracy of highway maintenance activities, including materials costs, equipment and equipment rental rates, personnel costs, employee related expense and other operating costs.
• Track expenditures and inventories of materials and fixed assets.

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: No Education Listed