Administrative Specialist III

Arizona Department of Administration • Phoenix, AZ

20h • Hybrid

About The Position

The Administrative Specialist III (ASIII) position serves as the central coordinator for the Phoenix Regional Area including administrative support for the four regions: Phoenix North, Phoenix South, Gila River Indian Community and Salt River Pima-Maricopa Indian Community and assists the Phoenix Regional Area Director. A key function of this position is to provide active support to the four regional partnership councils, each comprising 11 volunteer community members, ensuring that meetings comply with the 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 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.
• 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.
• 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.
• Flexibility in work schedule, such as an occasional meeting that occurs during the evening and/or weekend hours.
• Ability to travel, including overnight stays.
• Regular in-person participation at meetings held outside the immediate service area is required for this remote position.
• If driving or using a vehicle is an essential function, a valid Driver's License is required.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Previous experience in offering exemplary customer service within the communities within the Phoenix 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.

Responsibilities

• Administratively support staff and volunteer regional council members.
• Provide direct support to the Phoenix Regional Area Director, including calendar management, reimbursement and travel management, coordination of regional council meeting logistics (virtual and in-person), and meeting document preparation (packets, minutes) in adherence with Open Meeting Law.
• Serve as a project manager for multiple/simultaneous administrative responsibilities, including regional area budget and procurement monitoring, office management, records retention, file management, state vehicle management, and cross-regional collaboration activities.
• Process applications and related paperwork using a web-based platform for volunteer regional council members and support the member onboarding process while maintaining strict confidentiality.
• Coordinate interview processes, onboarding and offboarding for regional council members, including training and paperwork, and maintain the regional council member database.
• Coordinate, prepare, and process travel-related activities and reimbursements for regional staff and regional council members.
• Assist with the request for grant application process in alignment with Arizona State Procurement procedures, including accepting requests for grant application proposals, coordinating review meetings, and assisting with application delivery.
• Serve as a subject matter expert and support to staff in Open Meeting Law, conflict of interest, and computer applications such as Adobe Acrobat Pro, SharePoint, Google Workspace, and virtual meeting applications.
• Onboard and train new staff, such as a regional specialist, in administrative processes and procedures.
• Serve as interim support to other regions when necessary.
• Lead quality improvement practices, including initiating and leading workgroups to create, review, and update administrative procedures to promote efficiencies and accurately communicate changes.
• Participate in and/or lead discussions and regional area team meetings with other administrative specialists.
• Perform duties in a manner that supports the First Things First internal culture and mission with respect and cooperation.
• Support additional opportunities as related to the role and regional team functions.

Benefits

• Improved work/life balance
• Higher job satisfaction
• More productive
• Paid Parental Leave program
• Full list of benefits provided by The State of Arizona available on their benefits page
• ASRS Retirement

What This Job Offers

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