ADMINISTRATIVE SECRETARY II

Arizona Department of Administration • Winslow, AZ

1d • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is seeking a motivated and qualified individual to provide secretarial and administrative support to the unit manager and works with material of a technical and/or confidential nature. This position also composes and types of letters, memos and various weekly and monthly reports at the Arizona State Prison Complex (ASPC) – Winslow.

Requirements

• General office practices and procedures
• Personal computers, using Microsoft Office and Google Suite
• Business English
• Basic mathematics
• Office management and equipment functions
• Payroll practices and procedures
• Composing routine correspondence, including proper format, spelling and language usage
• Verbal and written communication
• Providing detail-oriented results
• Record keeping and report generation
• Time and project management
• Scheduling and coordinating 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 department policies and procedures
• Work in a prison environment
• Handle detailed work with accuracy and speed
• Two (2) years of professional office experience
• Proficient in Microsoft Office and Google Suite
• Employment is contingent on the selected applicant passing a background investigation and drug test.
• Possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks.
• Take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Responsibilities

• General administrative functions for the Unit Manager
• Screens calls and directs correspondence to the manager
• Answers routing questions and provides information
• Composes correspondence on a wide variety of subjects requiring full knowledge of policies and procedures
• Schedules appointments and coordinates arrangements for meetings/conferences
• Organizes and maintains confidential and administrative files
• Collects summaries for Unit Budget preparation
• Reconciles funds and filling documents
• Serves as a time keeper
• Gathers, enters time, distributes and files Positive Attendance Records, ensures the overtime report is completed on a daily basis, and other reports as requested
• Gathers and summarizes data to generate various reports to include Temporary Work Assignment, Monthly Statistical Report, Extended Leave Requests, Family and Medical Leave Act, Inmate Letters, Information Reports, 703 reports and retaining documentation for audit purposes
• Acts as the policy liaison
• Ensures that all post orders/departmental policies and procedures are current
• Maintains files in accordance with established records
• Archives documents
• Ensures audit documents are filed daily and that files and areas are neat and orderly and documentation is destroyed within policy guidelines
• Generates purchase orders and distributes to various staff
• Orders and maintains office supplies and files for the unit
• Assists in quarterly inventory and purchases of supplies
• Functions as the lead office support and trains other clerical staff
• Serves as backup for clerical support staff in their absence
• 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: Mid Level
• Education Level: No Education Listed