ADMINISTRATIVE SECRETARY I

Arizona Department of Administration • Tucson, AZ

9d • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation & Reentry is seeking a detail-oriented Administrative Secretary I at the Arizona State Prison Complex – Tucson. The position manages administrative tasks including answering calls, typing correspondence, scheduling meetings, and processing reports. The employee serves as the primary timekeeper, handling time entries and overtime reports, and also maintains files, generates purchase orders, and manages office supplies. The role includes driving on State business and performing other duties appropriate to the assignment.

The position is located at 10000 South Wilmot Road, Tucson, Arizona 85734. Salary is $31,948.00. Employment is contingent on successfully passing a background investigation and drug test. Employees must complete a tuberculosis test during New Employee Orientation and annually thereafter, and newly hired State employees must successfully complete E-Verify. Employees who drive on State business must meet the stated driver’s license, training, record-check, and insurance requirements, as applicable.

Requirements

• Knowledge of general office practices and procedures, Microsoft Office and Google Suite, business English, basic mathematics, office equipment operation, filing systems, report preparation, and payroll practices and procedures.
• Skill in composing routine correspondence using proper format, spelling, and language; written and verbal communication; producing highly detail-oriented results; record-keeping and report generation; project management; scheduling meetings; building and maintaining interpersonal relationships; and taking and transcribing meeting minutes.
• Ability to maintain correspondence, records, and report files; maintain confidentiality; adapt to changing priorities; learn and follow Agency policies and procedures; and work in a prison environment.
• Must pass a background investigation and drug test.
• Must complete a tuberculosis test during New Employee Orientation and annually thereafter.
• Newly hired State employees must successfully complete E-Verify.
• For driving on State business, must possess and retain a current, valid, class-appropriate driver’s license, complete required training, pass applicable driver’s license record checks, and maintain an acceptable driving record. Employees using a personally owned vehicle on State business must maintain the legally required liability insurance.

Nice To Haves

• One year of professional office experience.
• Proficient use of Microsoft Office and Google Suite.

Responsibilities

• Performs general managerial administrative functions, including answering and routing telephone calls, typing correspondence, and distributing and filing documentation.
• Attends meetings and generates minutes.
• Processes incoming and outgoing correspondence.
• Schedules meetings and makes travel arrangements.
• Acts as the primary timekeeper by gathering and entering time and distributing and filing positive attendance records.
• Ensures overtime reports are completed daily and prepares other reports as requested.
• Generates, copies, files, and distributes reports, including temporary work assignments, monthly statistical reports, extended leave requests, Family and Medical Leave Act documents, special visits, requests to communicate with inmates, inmate letters, and information reports.
• Maintains current and archived files in accordance with established records-retention schedules.
• Ensures audit documents are filed daily and documentation is destroyed in accordance with policy guidelines.
• Generates purchase orders and distributes them to staff.
• Orders, maintains, and distributes unit office supplies and assists with quarterly inventory and supply purchases.
• Drives on State business.
• Performs other duties appropriate to the assignment.

Benefits

• Vacation and sick days with 10 paid holidays per year.
• Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child, described as a pilot program.
• Affordable insurance options including medical, dental, life, short-term disability, and long-term disability.
• Retirement program through the Arizona State Retirement System; enrollment eligibility becomes effective after 27 weeks of employment.
• Optional deferred compensation plans.
• Credit union membership.
• Wellness program.
• Incentivized commuter club and public transportation subsidy program.

What This Job Offers

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