ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration•Phoenix, AZ

2d•Remote

About The Position

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov [https://des.az.gov/]; or click on the link here [https://www.youtube.com/watch?v=EjLhFs6kqmE] to view ‘Our DES’ video. Come Join the DES Team! The Department of Economic Security is seeking an experienced and highly motivated individual to join our team as a 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), including 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. In addition, this position responds to telephone, email, and in-person inquiries, and reviews the automated system client data for accuracy, which involves updating information and reviewing demand letters and correspondence and routing information to appropriate OARC staff. This 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. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

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.
This position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements [https://docs.google.com/document/d/1ZTrskGX1LsDklzHxI4gi0TCkauZWLnqu1dFDKqAp6Os/edit?tab=t.0]. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
All newly hired State employees are subject to and must 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
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive.
Remote work is a management option and not an employee entitlement or right.
An agency may terminate a remote work agreement at its discretion.