ADMINISTRATIVE SECRETARY I

Arizona Department of Administration • Tucson, AZ

6d • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is seeking a detail-oriented Administrative Secretary I at the Arizona State Prison Complex - Tucson. You will manage administrative tasks such as answering calls, typing correspondence, scheduling meetings, and processing reports. As the primary timekeeper, you will handle time entries and overtime reports. Additionally, you will maintain files, generate purchase orders, and manage office supplies. Apply now and join our dedicated team!

Requirements

• General office practices and procedures
• Microsoft Office and Google Suite
• Business English
• Basic mathematics
• Office equipment operation
• Filing systems
• Report preparation
• Payroll practices and procedures
• Composing routine correspondence to include proper format, spelling, and language usage
• Written and verbal communication
• Providing highly detail-orientated results
• Record-keeping and report-generating time
• Project management
• Scheduling meetings
• Building and maintaining interpersonal relationships
• Taking and transcribing meeting minutes
• Maintain files of correspondence, records, and reports
• Maintain confidentiality
• Adapt to changing priorities
• Learn and adhere to Agency policies and procedures
• Work in a prison environment

Nice To Haves

• One (1) year of professional office experience and proficient use of Microsoft Office and Google Suite

Responsibilities

• Performs general managerial administrative functions to include answering telephones, routing calls, typing correspondence, 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 to include: gathering and entering time, distributing and filing positive attendance records
• Ensures overtime report is completed on a daily basis, and other reports as requested
• Generates, copies, files, and distributes various reports to include temporary work assignments, monthly statistical reports, extended leave requests, Family and Medical Leave Act, special visits, requests to communicate with inmates, inmate letters, information reports, and other reports requested
• Maintains files in accordance with established records retention schedule to include current and archived documents
• Ensures audit documents are filed daily and documentation is destroyed within policy guidelines
• Generates purchase orders and distributes to various staff
• Orders, maintains, and distributes office supplies for the unit and assists in quarterly inventory and purchase of supplies
• 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-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: Entry Level
• Education Level: No Education Listed