Administrative Specialist III

Arizona Department of Administration • Flagstaff, AZ

2d • Remote

About The Position

The Administrative Specialist III (ASIII) position is a central coordinator for the Northeast Regional Area including administrative support for the five regions: Coconino, Navajo/Apache, Navajo Nation, White Mountain Apache Tribe and Yavapai and assists the Northeast Regional Area Director. A key function of this position is the active support of these five regional partnership councils, each representing 11 volunteer members of the community, to ensure meetings comply with legal obligations established for First Things First. This position is an integral part of a team-based environment providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The ASIII serves as an ambassador and trustworthy representative of First Things First, coordinating work with regional staff, regional council members and ensuring effective communication with internal colleagues and external community partners. This position also has the opportunity to work as an active and contributing member of multiple teams, including working professionally and effectively with other administrative specialists to develop increased efficiencies in administrative work. This remote, community-based position may also require in-person participation at meetings held outside the immediate service area.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Requirements

• At least four years of administrative experience working in a team environment; or a bachelor’s degree from an accredited college or university in a relevant field with at least two years of administrative experience working in a team environment.
• Evidence of strong oral, written and listening communication skills, including editing and formatting documents and demonstrating excellent writing skills. Experience in developing and maintaining email distribution lists.
• Possess strong, current computer skills in Adobe Acrobat Pro; Google Workspace (Docs, Sheets, Slides, Calendar, Chat, Gmail, Meet and Sites); and Microsoft Office (SharePoint, Word, Excel, PowerPoint and Publisher) and virtual meeting applications.
• Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
• Driver’s License Requirements.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Previous experience in offering exemplary customer service with the communities within the Northeast Regional Area is strongly preferred.
• Experience with minute-taking and writing.
• Maintaining record retention of documents in accordance with Open Meeting Law is preferred.
• Knowledge of Arizona Open Meeting Law and experience working with a community group of volunteers, board or council is preferred.
• Flexibility in work schedule, such as an occasional meeting that occurs during the evening and/or weekend hour.
• Ability to travel, including overnight stays.
• This remote position also requires regular in-person participation at meetings held outside the immediate service area.

Responsibilities

• Administratively support staff and volunteer regional council members.
• Project manager and leader for multiple/simultaneous administrative responsibilities.
• Onboarding and training new staff, such as administrative specialist II and regional directors in administrative processes and procedures.
• Leading quality improvement practices
• Performs duties in a manner that supports the First Things First internal culture and mission with respect and cooperation.
• Supports additional opportunities as related to the role and regional team functions.

Benefits

• By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive.
• Paid Parental Leave program
• A complete list of benefits provided by The State of Arizona

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level