Board of Appeals Clerk

Arizona Department of Administration • Phoenix, WA

10d • Onsite

About The Position

The Arizona State Land Department is seeking a Board of Appeals Clerk to serve as the Clerk to the Board of Appeals and the Selection Board. This Program Project Specialist 2 position is responsible for coordinating programs related to legal, litigation, administrative hearings, and settlement conferences. The role supports agency sections with notices and orders for consistent messaging and assists the public-facing customer service desk with record requests and document-related needs. This is an in-office position located at 1110 W. Washington St. Phoenix, AZ 85007, with working hours of 8:00 am - 5:00 pm, Monday through Friday.

Requirements

• Rules and statutes that apply to each program, including Open Meeting Law
• Processes and procedures of conducting public hearings and settlement conferences applying appropriate statutes and rules
• Goals and standards to be achieved for each program
• Professional office management practices and procedures
• Public record laws and confidentiality statutes
• Appropriate use of grammar, punctuation, and formatting of various business documents
• Redaction procedures and associated software
• Effective guidance and expertise in the development and implementation of programs
• Establish and maintain effective working relationships with stakeholders
• Performing detailed and complex work with accuracy and efficiency; detail oriented
• Excellent workload management
• Proficiency using computer software/programs (i.e., PDF, Microsoft Office Suite and Google Suite, Salesforce)
• Providing excellent customer service
• Answering routine questions from the public in person, via email, and by telephone
• Interpretation, application, and explanation of laws and rules pertaining to each program
• Comprehend and address complex and sometimes sensitive issues
• Articulate thoughts effectively
• Identify error in documents used in specific programs and recommend/implement appropriate corrective measures
• Facilitate positive information flow
• React positively and effectively in stressful situations while deescalating situations
• Prioritize duties effectively to meet specified deadlines
• Provide effective guidance and expertise in the various programs of assignment
• Change priorities quickly and multitask
• Work in a fast-paced environment with frequent interruptions
• Travel in-state as needed
• 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.
• 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).

Responsibilities

• Serve as Clerk to the Board of Appeals, providing technical assistance to five public board members appointed by the Governor's Office, including appeals of appraisals and reclassification of lands.
• Coordinate monthly meetings, including posting on public notice boards and websites, transferring monthly board packet items with the Real Estate Division, and making travel arrangements.
• Develop effective monitoring and evaluation procedures to assure program conformance and integrity.
• Travel when necessary.
• Coordinate 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 and ensure copies are posted to the appropriate files.
• Serve as backup to other positions in the Administrative Procedures & Information Section, including Customer Service Representatives and Program Project Specialist 1.
• Assist the Administrative Procedures & Information Section Manager with pulling and reviewing documents for public record requests, including redacting documents as necessary.
• Inform 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 appropriate agency staff and the Attorney General's Office.
• Maintain agency dockets for Commissioner orders, appeals, administrative hearings, and litigation.
• Assist the Administrative Procedures & Information Section with ensuring compliance of retention schedules and cancellation of records.
• Prepare documents for transfer to retention or archives.
• Serve as Clerk to the Selection Board, providing 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.

Benefits

• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively)
• 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