Board of Appeals Clerk

Arizona Department of Administration • Phoenix, AZ

11d • $50,000 - $55,000 • Onsite

About The Position

Under the direction and guidance of the Arizona State Land Department (ASLD) Administrative Procedures and Information Section (APIS) Manager, this Program Project Specialist 2 position serves as the Clerk to the Board of Appeals and the Selection Board. This role is responsible for coordinating the distinct programs related to ASLD's legal, litigation, administrative hearings and settlement conferences. In this capacity, this position supports the agency's sections with notices and orders to create consistent and accurate messaging. This role also provides support to the public-facing customer service desk with record requests and other document-related needs. This position is in-office, 8:00am - 5:00pm, Monday thru Friday.

Requirements

• Knowledge of rules and statutes that apply to each program, including Open Meeting Law
• Knowledge of processes and procedures of conducting public hearings and settlement conferences applying appropriate statues and rules
• Knowledge of goals and standards to be achieved for each program
• Knowledge of professional office management practices and procedures
• Knowledge of public record laws and confidentiality statutes
• Knowledge of appropriate use of grammar, punctuation, and formatting of various business documents
• Knowledge of redaction procedures and associated software
• Skilled in effective guidance and expertise in the development and implementation of programs
• Skilled in establishing and maintaining effective working relationships with stakeholders
• Skilled in performing detailed and complex work with accuracy and efficiency; detail oriented
• Skilled in excellent workload management
• Skilled in proficiency using computer software/programs (i.e., PDF, Microsoft Office Suite and Google Suite, Salesforce)
• Skilled in providing excellent customer service
• Skilled in answering routine questions from the public in person, via email, and by telephone
• Skilled in interpretation, application, and explanation of laws and rules pertaining to each program
• Ability to comprehend and address complex and sometimes sensitive issues
• Ability to articulate thoughts effectively
• Ability to identify error in documents used in specific programs and recommend/implement appropriate corrective measures
• Ability to facilitate positive information flow
• Ability to react positively and effectively in stressful situations while deescalating situations
• Ability to prioritize duties effectively to meet specified deadlines
• Ability to provide effective guidance and expertise in the various programs of assignment
• Ability to change priorities quickly and multitask
• Ability to work in a fast-paced environment with frequent interruptions
• Ability to travel in-state as needed
• Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Minimum of 3 years of strong customer service experience, via phone and in-person; including responding to sensitive requests for information and assistance, and providing follow through and resolution to internal and external customers.
• Minimum of 3 years experience providing effective guidance and expertise in the various programs of assignment, including Open Meeting Law.

Responsibilities

• Clerk to the Board of Appeals. Provides technical assistance to the five public board members appointed by the Governor's Office, including appeals of appraisals and reclassification of lands. Coordinate monthly meetings; posting on public notice boards and websites, transfer of monthly board packet items with the Real Estate Division, and making travel arrangements as needed. Develop effective monitoring and evaluation procedures to assure program conformance and integrity. Travel when necessary.
• Coordinates with sections and the Attorney General's Office when creating notices and orders to ensure quality control and accurate messaging. Track mailings of issued notices and orders, ensure copies are posted to the appropriate files.
• Serves as backup to the other positions in the Administrative Procedures & Information Section, including the Customer Service 3 Representatives and Program Project Specialist 1.
• Assists the Administrative Procedures & Information Section Manager with pulling and reviewing documents for public record requests. Redact documents as necessary to prepare for production.
• Informs the agency when appeals are received. Track and coordinate the scheduling of hearings before the appropriate body, including the Board of Appeals and Office of Administrative Hearings. Coordinate responses with the appropriate agency staff and the Attorney Genera's Office. Develop effective monitoring and evaluation procedures to assure program conformance and integrity.
• Maintains agency dockets for Commissioner orders, appeals, administrative hearings, and litigation.
• Assists the Administrative Procedures & Information Section with ensuring the compliance of retention schedules and cancellation of records. Prepare documents for transfer to retention or archives.
• Clerk to the Selection Board. Provide technical assistance to the public board consisting of the Governor, Attorney General, and State Treasurer. Coordinate the posting of meetings on public notice boards and websites, transfer of board packet items with the Commissioner's Office and the Planning Section. Develop effective monitoring and evaluation procedures to assure program conformance and integrity.

Benefits

• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Other Leaves - Bereavement, civic duty, and military
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable health insurance plan, including medical, dental, life, and disability insurance
• Tuition Reimbursement and Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed