Job 2982 Administrative Assistant II

Arizona Department of Administration • Phoenix, AZ

3d • Hybrid

About The Position

A successful candidate will provide reception services for the Certification and Licensing Division and the office of the Presiding Disciplinary Judge. This includes greeting and assisting the public, answering the division’s phone line, and directing or responding to inquiries as needed. The candidate will provide essential, multitasking administrative support across all programs and units within the division, including setting up meetings and hearings, processing mail and payments, and proctoring in-person exams. They will exercise appropriate initiative and judgment to plan, schedule, manage workflow, and make decisions that affect work procedures. The role involves reviewing, researching, processing, and distributing incoming information, inquiries, and funds across various formats (e.g., electronic, paper, phone). This includes application intake for all programs, renewal cycles, and issuance of attorney Certificates of Good Standing. The candidate will assist in preparing, setting up, administering, and closing out the biennial Arizona Bar Examination, ensuring that files are maintained accurately and promptly, and that program files are current. They may also provide specific support to the Legal Service Innovations unit, such as communicating with applicants, maintaining application documents, and issuing licensure documents as directed. Maintaining the confidentiality of program information and documents is essential. Public Service Loan Forgiveness (PSLF) Program qualified employer.

Requirements

• High school diploma or GED
• At least three years of administrative experience
• Thorough knowledge of Microsoft Word, including accurate typing, formatting and merging documents
• Initiative
• Ability to organize and prioritize tasks
• Strong verbal and written communication skills
• Experience in drafting and editing documents
• Professionalism in a challenging and diverse environment with minimal supervision
• Currently authorized to work in the United States on a full-time basis

Nice To Haves

• Experience with Microsoft Excel, PowerPoint, and Outlook
• Proofreading skills
• Typing skills

Responsibilities

• Provide reception services for the Certification and Licensing Division and the office of the Presiding Disciplinary Judge.
• Greet and assist the public.
• Answer the division’s phone line and direct or respond to inquiries.
• Provide administrative support across all programs and units within the division.
• Set up meetings and hearings.
• Process mail and payments.
• Proctor in-person exams.
• Exercise initiative and judgment to plan, schedule, manage workflow, and make decisions.
• Review, research, process, and distribute incoming information, inquiries, and funds.
• Handle application intake for all programs and renewal cycles.
• Issue attorney Certificates of Good Standing.
• Assist in preparing, setting up, administering, and closing out the biennial Arizona Bar Examination.
• Maintain accurate and prompt files.
• Ensure program files are current.
• Provide specific support to the Legal Service Innovations unit, including communicating with applicants, maintaining application documents, and issuing licensure documents.
• Maintain the confidentiality of program information and documents.

Benefits

• Accrued vacation pay and sick leave
• 10 paid holidays per year
• 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
• Option of a full-time or part-time remote work schedule

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED