ADMINISTRATIVE SECRETARY II

Arizona Department of Administration•Coolidge, AZ

1d•$31,000 - $34,000•Onsite

About The Position

The Department of Economic Security (DES) is seeking an experienced and highly motivated individual to join their team as an Administrative Secretary II. This position involves providing clerical and administrative support to ATPC unit managers. The role requires managing calendars, reserving conference rooms, responding to inquiries, answering and screening calls, greeting visitors, and typing correspondence. Additionally, the position involves creating and modifying spreadsheets and presentations, explaining and facilitating job applications, and referring unresolved customer complaints. The role also includes managing office and vehicle keys, coordinating vehicle use, securing monies, and providing support with mailing, scanning, faxing, and copying documents. Maintaining electronic and hard copy filing systems is also a key responsibility. The position is within the Division of Developmental Disabilities (DDD) and requires an individual to coach, teach, mentor, and provide direct support to members with Developmental Disabilities. The services are primarily designed to meet the personal needs of members in Intermediate Care Facilities (ICF) and group home settings. DDD aims to provide flexible, high-quality, and member-driven services and supports to individuals with developmental disabilities and their families, offering opportunities for independent decision-making and community engagement. Applicants cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

Knowledge in switchboard operation, communication / two-way radio etiquette and operation of postal equipment
Knowledge in administrative and clerical procedures and systems such as word processing, managing files and records, other office procedures
Knowledge in principles and processes for providing customer and personal services
Knowledge in communication, conflict resolution, mediation and collaboration techniques
Knowledge in customer service practices and technique to provide good customer service
Skills in oral and written communication
Skills in problem solving
Skills in effective time management and organizational skills for managing and prioritizing tasks
Skills in customer service techniques
Skills in typing and data entry
Ability to remain calm and professional in dealing with potentially upset guardians and other emergency situations
Ability to use and operate standard office equipment, switchboard, computer systems (Google Chrome, Google Sheets, Google Slides, Gmail, Internet and Adobe), two-way radios, etc.
Ability to organize and prioritize work, multi-task, and attention to detail
Ability to learn and apply State, DES, and ATPC policies, procedures, and directives
Ability to screen and refer incoming telephone calls to appropriate staff
Ability to work independently or collaboratively with a group
Must possess and retain a current, valid class-appropriate driver's license if driving is an essential function.
Must complete all required driver training and successfully pass all necessary driver's license record checks.
Must have a valid Level One fingerprint clearance card issued pursuant to Arizona Revised Statute 41-1968.
Must be subject to a search of both the Department of Child Safety Central Registry and the Adult Protective Services Registry.
Must successfully pass background and reference check.
Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Experience interacting and dealing with the public in a customer service environment
Experience operating a switchboard

Responsibilities

Provides clerical and administrative support to ATPC unit managers as directed.
Manages and ensures meetings and appointments are placed on unit managers' calendars and reserves conference rooms.
Researches and responds to inquiries for information, issues and concerns requested by staff and the public both in person and by telephone.
Answers the telephone, screens calls and refers customers to the appropriate person following administration and office guidelines.
Takes accurate messages and routes to the appropriate person.
Greets visitors, issues visitor passes and directs visitors.
Types correspondence (i.e., reports, memos, emails, etc.).
Creates and modifies spreadsheets and presentations.
Ensures confidentiality and privacy of information.
Explains and facilitates job applications for walk-in candidates.
Refers unresolved customer complaints to designated departments for further investigation.
Checks in and out office and vehicle keys.
Schedules and coordinates use of vehicles from the motor pool.
Secures and places the monies received in safe.
Provides support including mailing, scanning, faxing and copying of documents.
Maintains electronic and hard copy filing systems.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities