Administrative Secretary I

Arizona Department of Administration • Tucson, AZ

8d • 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 role supports office operations by handling administrative tasks, serving as the primary timekeeper, maintaining records, preparing reports, generating purchase orders, and managing office supplies. The position is located at 10000 South Wilmot Rd., Tucson, Arizona 85734, and requires driving on State business. Employment is contingent on successfully passing a background investigation and drug test. Employees must also complete a Tuberculosis test during New Employee Orientation and annually thereafter, and newly hired State employees must successfully complete E-Verify. Employees driving on State business must meet the applicable driver’s license, training, record-check, and insurance requirements.

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 with proper format, spelling, and language usage; written and verbal communication; producing highly detail-oriented work; 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.
• Pass a background investigation and drug test.
• Complete a Tuberculosis test during New Employee Orientation and every year thereafter.
• Successfully complete E-Verify as a newly hired State employee.
• If driving on State business, maintain a current, valid class-appropriate driver’s license and acceptable driving record, complete required training and record checks, and maintain required liability insurance when operating a personally owned vehicle.

Nice To Haves

• One year of professional office experience.
• Proficiency in Microsoft Office and Google Suite.

Responsibilities

• Answer telephones, route calls, type correspondence, and distribute and file documentation.
• Attend meetings and generate minutes.
• Process incoming and outgoing correspondence.
• Schedule meetings and make travel arrangements.
• Serve as the primary timekeeper by gathering and entering time and distributing and filing positive attendance records.
• Complete overtime reports daily and prepare other reports as requested.
• Generate, copy, file, and distribute reports, including temporary work assignments, monthly statistical reports, extended leave requests, Family and Medical Leave Act records, special visits, requests to communicate with inmates, inmate letters, and information reports.
• Maintain current and archived files according to the established records retention schedule.
• File audit documents daily and ensure documentation is destroyed according to policy guidelines.
• Generate and distribute purchase orders to staff.
• Order, maintain, and distribute office supplies; assist with quarterly inventory and purchasing.
• Drive on State business.
• Perform 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 (pilot program).
• Medical, dental, life, short-term disability, and long-term disability insurance options.
• Arizona State Retirement System participation; 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