Administrative Secretary II

Arizona Department of Administration • Tucson, AZ

3d • Onsite

About The Position

The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is looking for an ideal candidate who provides the best administrative support to the unit Manager. This position also composes and types letters, memos, weekly and monthly reports, and will work with material of confidential nature at the Arizona State Prison Complex - Tucson.

Requirements

• Requires full knowledge of policies and procedures
• Knowledge of general office practices and procedures
• Knowledge of Personal computers, using Google Suite and various softwares
• Knowledge of Business English and basic mathematics
• Knowledge of Payroll practices and procedures
• Skill in composing routine correspondence, including proper format, spelling, and language usage
• Skill in verbal and written communication
• Skill in providing highly detail-oriented results
• Skill in record keeping and report generation
• Skill in time and project management
• Skill in scheduling and coordinating arrangements for meetings
• Skill in establishing and interpersonal relationships
• Skill in taking and transcribing meeting minutes
• Ability to maintain files of correspondence, records, and reports
• Ability to maintain confidentiality
• Ability to adapt to changing priorities
• Ability to learn and adhere to department policies and procedures
• Ability to work in a prison environment
• Ability to handle detailed work with accuracy and speed
• Must possess and retain a current, valid class-appropriate driver’s license
• Must complete all required training
• Must successfully pass all necessary driver’s license record checks
• Must maintain acceptable driving records
• Must complete all required driver training
• Shall maintain the statutorily required liability insurance
• Must take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)

Nice To Haves

• Two (2) years of professional office experience
• Proficient Google Suite

Responsibilities

• General administrative functions for the unit Manager
• Screens calls and routes correspondence to the Manager
• Answers routing questions and provides information
• Composes correspondence on a wide variety of subjects
• Schedules appointments and coordinates arrangements for meetings and conferences
• Organizes and maintains confidential nature administrative files
• Collects invoices for unit budget preparation
• Reconciles funds and files documents
• Serves as the timekeeper and gathers, enters time, distributes and files Positive Attendance Records, ensures the overtime report is completed on a daily basis and other reports as requested
• Generates reports, including Temporary Work Assignment, Monthly Statistical Reports, Extended Leave Requests, Family and Medical Leave Act, Inmate Letters, Information Reports, 703 reports and retaining documentation for audit purposes
• Ensures all post orders and department policies and procedures are current
• Maintains files of correspondence, records, and reports according with established records retention schedule, including current and archived documents
• Ensures audit documents are filed daily and ensures that files and areas neat and orderly
• Ensures documentation is destroyed within policy guidelines
• Generates purchase orders, copies, files, and distributes to various staff
• Orders and maintains offices supplies for the unit
• Assist with inventory and purchases of supplies
• Supports and trains other staff
• Serves as backup to support staff in their absence
• Drives on state business
• Performs other duties related to the position

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