ADMINISTRATIVE ASSISTANT III

Arizona Department of Administration • Yuma, AZ

6d • $38,400 • Onsite

About The Position

Join ADCRR as a Full-Time Administrative Assistant III at ASPC–Yuma and be the behind-the-scenes “operations navigator” for the Physical Plant team. You’ll help keep the Yuma complex running by managing physical plant budgets, reconciling expenses with the warehouse and business office, and making sure everything is documented, tracked, and audit-ready.
You’ll also be the point person for procurement flow—helping move purchase requests through the Arizona Procurement Portal, receiving and organizing paperwork for products and contracted services, and coordinating ACJIS clearances for vendors and tradesmen while keeping records in line with the disposition schedule.
Day to day, you’ll bring order and momentum to facility work: generating work orders, updating maintenance tracking logs from ongoing tasks to completed projects, compiling statistical data, and producing monthly project reports. On top of that, you’ll support capital equipment cost tracking and help maintain Building Renewal information for reporting—plus you’ll serve as the Physical Plant timekeeper, keeping schedules and entries on track.
If you like being organized, juggling details, and turning “a lot happening at once” into clear systems, this role is built for you.

Requirements

• Arizona Department of Administration (ADOA) Personnel Rules and Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) policies and procedures
• Principles and practices of administration and management; agency or program rules, regulations and operating procedures
• Maintaining confidentiality of information and documentation
• Departmental policy and procedures; management and supervision
• Strong understanding of Microsoft Office, Google products (Sheets and Docs)
• Verbal and written communication
• Maintaining interpersonal relationships
• Collaboration, tact, time and office management
• Computer applications, research, report writing planning and customer service
• Analytical, organizational and attention to detail
• Work in a fast paced environment and make sound decisions
• Interpret and communicate rules and regulations and apply interpretations
• Manage and complete multiple projects simultaneously
• Ability to interact with officials and the public
• Maintain confidentiality and meet deadlines
• Compose professional correspondence, reports and conduct research to compile data into reports while maintaining a good sense of changing priorities

Nice To Haves

• Knowledge of computer programs to include MS Word, Excel, Google suite, Gmail, Sheets, Documents, Calendar
• Three (3) years responsible administrative reporting to a Manager or Administrator

Responsibilities

• Prepares/prints purchase request, receives documents for services and contracted vendors
• Inputs receiving documents for tracking purposes to the budget using APP
• Performs other reconciliation
• Manages the complex physical plant operations budget accounts to include input of purchases by tradesman, PPOA and warehouse
• Handle phones, mail distribution, compose memos, order forms, maintain office supplies along with printer supplies, stock all sanitation consumables and other day to day stock items
• Records and files work done by the physical plant staff, monthly project reports to include timeline and cost
• Generates and tracks work orders entered on Maintenance Tracking log to show ongoing and completed work
• Coordinates, compiles and consolidates statistical data and generates reports to include monthly and quarterly
• Acts and the timekeeper for the physical plant
• Other duties as assigned

Benefits

• Vacation and sick days 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)
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed