Administrative Assistant

Arizona Department of Public Safety•Statewide, AZ

17h•Onsite

About The Position

The Arizona Department of Public Safety is seeking motivated professionals for their Administrative Assistant positions. These roles are responsible for a variety of coordinative and administrative support functions, including researching information, compiling data, preparing reports, monitoring and tracking budgets, coordinating projects/programs, making recommendations, and resolving complaints and problems. This is a competitive classification, and this recruitment will establish an 18-month eligibility list to fill current and future vacancies. Applicants must successfully complete the examination process, which includes a multiple-choice written exam. Reasonable accommodations for disabilities can be requested in writing prior to the test date.

Requirements

Three (3) years of administrative support experience involving the use of personal computers and desktop software such as Microsoft Office Suite or comparable applications OR administrative support experience and related education to total three (3) years.
Basic accounting principles required to reconcile and balance financial records.
Knowledge of the rules of English grammar and composition to prepare, review, and edit documents.
Knowledge of planning and research principles and practices.
Knowledge of local, state, and federal laws and regulations applicable to assignment.
Knowledge of records management systems (both manual and automated).
Skill in composing, editing, and proofreading a variety of correspondence, reports, or forms.
Skill in the use of computer keyboard devices.
Skill in the use of computer software programs.
Ability to independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
Ability to organize, prioritize, and perform multiple tasks concurrently.
Ability to exercise good judgment in safeguarding confidential or sensitive information.
Ability to understand written and verbal instructions to complete assigned tasks accurately.
Ability to calculate mathematical problems of moderate difficulty.
Ability to establish and maintain effective working relationships with those contacted in the course of assignment.
Ability to research and reconcile inaccuracies and errors in documents, computer printouts, and other written materials.
Ability to read, comprehend, and interpret written materials of moderate to complex difficulty.
Ability to effectively communicate both orally and in writing.
Ability to identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
Ability to independently make decisions when required and exercise initiative when appropriate.
Ability to develop feasible short and long-range plans and goals to project and develop programs and projects.
Must successfully complete the examination process.
Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.

Responsibilities

Coordinates, monitors, and provides assistance with research/staff studies, programs, projects, grants and/or budgets.
Prepares, composes, updates, monitors, and edits a variety of internal and external correspondence, forms, reports, manuals, leases, contracts, and funding requests.
Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
Establishes, updates, and maintains manual and automated filing systems to store and track records/information.
Plans, organizes, and/or participates in meetings, conferences, seminars, and other events to provide and/or receive information relevant to work assignments and programs.
Evaluates and recommends needs for required products, services, and/or additional funding.
Assists and/or prepares graphic presentations to improve information sharing and comprehension.
Researches, recommends, and participates in job-related training courses to enhance skills and productivity.
Trains personnel in various subjects related to assigned area's operations (e.g., computer software/hardware, policies and procedures, forms, etc.).
Creates, maintains, updates, and tracks confidential files/information ensuring accuracy and completeness.
Services public requests for various licenses and certifications, which may include fingerprinting, photographing, and applications reviews.
Responds to requests from attorneys and other government agencies to accommodate their needs in accordance with DPS policy, state and federal laws.
Researches, compiles, analyzes, and summarizes data to provide accurate information for audits, briefs, reports, contracts, correspondence, presentations, and/or meetings; and to maintain program goals and/or strategic plans.
Researches and reviews applicable laws and regulations to ensure compliance within a variety of work assignments.
Conducts evaluations of current and/or future needs of the work assignment and provides recommendations.
Reports project/program status (e.g., administrative issues, balances, and funding) to management.
As required, under direction, represents the Department on various committees and task forces, and/or acts as liaison between the Department and other agencies or organizations.
Resolves complaints and problems by interpreting departmental policies and regulations.
May supervise and review the work of clerical support staff.