Administrative Assistant III

Arizona Department of Administration • Phoenix, AZ

1d • Onsite

About The Position

The State of Arizona Research Library, a branch of the Arizona State Library, Archives & Public Records, has an opening for an Administrative Assistant III. This position will help keep our library running smoothly by supporting our administrative and financial functions, our Reading Room services, and our print and digital collections' growth, organization, and access. If you are eager to make a difference for those researching Arizona's people, places, history, and government and thrive in a culture of curiosity, learning, customer service, and information access, please consider joining our team.

Our exceptional team of professional and paraprofessional staff are tasked with "Preserving Arizona, Providing Access" through the stewardship of current and historically significant physical collections (Arizona Collection, Arizona Newspapers, Federal and State Documents, Law, and Maps) and digital collections (Arizona Memory Project, Reading Arizona). Visit azlibrary.gov/starl to learn more about our branch and its collections.

The Administrative Assistant supports all Research Library staff, and reports to the Research Library Administrator. This position must work collaboratively with Research Library team members, as well as other Library Services and Archives staff.

This is a full-time, onsite position consisting of a 40-hour work week (8 am - 5 pm, Monday - Friday). The position requires the ability to lift up to 30 pounds. This position requires you to have an updated fingerprint card on file. This position is funded by a grant from the Institute of Museum and Library Services.

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

• Microsoft Office software
• Professional writing and oral communication
• State of Arizona Accounting Manual (SAAM) policies
• AZ360 and the Arizona Procurement Portal
• Library software and systems (Polaris LEAP, Springhare products)
• Speak/write clearly and effectively, one-on-one and in group settings
• Provide exceptional customer service
• High attention to detail
• Organize print and digital files
• Strong command of spreadsheets
• Evaluate and solve problems, improve processes
• Maintain discretion/confidentiality with the public, officials, managers, and representatives of the State
• Manage time effectively and adapt to shifting priorities
• Be well organized and highly efficient
• Work independently, work with a team
• Lift up to 30 pounds
• Qualify to be commissioned as a Notary Public in the State of Arizona
• Valid Arizona Driver's License
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)

Nice To Haves

• Bachelor's Degree
• library experience

Responsibilities

• Create and track purchase orders as requested
• Support Research Library state and grant-funded activities by managing budgets, grant paperwork and files
• Manage all aspects of employee travel in accordance with state policy
• Sort and distribute incoming mail; prepare outgoing mail and shipments
• Maintain supplies, prepare supply orders; coordinate surplus efforts as needed
• Assure inventory, maintenance, and upkeep of office equipment, including laptops, printers, copiers, and scanners
• Coordinate with facilities to report maintenance, telephone or technology issues
• Prepare meeting minutes
• Assist with special events by arranging for facilities, catering, and registration
• Participate in meetings and trainings with other division administrative assistants and accounting personnel
• Serve as a desk associate in the Reading Room
• Answer the telephone, provide basic information, and direct calls to appropriate staff; greet patrons and guide them through the registration process
• Meet application requirements and be commissioned as a Notary Public in the State of Arizona; notarize documents upon request for staff and patrons.
• Assist with photocopy and scan requests
• Assist with acquisition of print material by placing orders, checking in materials, contacting vendors for missing materials, processing and shelving
• Assist with acquisition of digital material by downloading PDFs of online newspapers and periodicals
• Manage our Interlibrary Loan functions by submitting outgoing requests on behalf of state employees and fulfilling incoming requests in accordance with our Interlibrary Loan policy
• Assist with inventorying, moving, and shelving library materials

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