ADMINISTRATIVE SECRETARY II

Arizona Department of Administration•Coolidge, AZ

21h•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 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 (e.g., autism, cerebral palsy, intellectual disability, or epilepsy) ranging from mild to profound. The majority of services are designed to meet the personal needs of members in Intermediate Care Facilities (ICF) and group home settings. DDD provides individuals with developmental disabilities and their families with flexible, high-quality, and member-driven services and supports that offer opportunities for independent decision-making and community engagement. Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with 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, and 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 techniques 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), and two-way radios.
Ability to organize and prioritize work, multi-task, and pay 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 or using a vehicle 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 them to the appropriate person.
Greets visitors, issues visitor passes, and directs visitors.
Types correspondence (e.g., 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 the use of vehicles from the motor pool.
Secures and places monies received in a 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