CARES HOUSING ADMINISTRATIVE ASSISTANT 2

Arizona Department of Administration • Phoenix, AZ

22h • Onsite

About The Position

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 2. This position provides administrative support to the Office of Individual and Family Affairs (OIFA) Affordable Housing Unit. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high-quality, and member-driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. This position is also responsible for inputting and monitoring database tracking homeless members, members in need of affordable housing and housing outcomes as required by the Arizona Health Care Cost Containment System (AHCCCS) contract. 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 a principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

• HIPPA rules and regulations.
• Home and Community Based Services (HCBS) provided to people with developmental disabilities.
• Federal and State laws, rules, and regulations related to individuals with developmental disabilities and housing.
• Time management principles and techniques.
• Proper English usage, spelling and vocabulary, and telephone etiquette.
• Principles and techniques of administrative support functions, such as scheduling, routine email, letter, and memo composition, etc.
• Microsoft Office Suite (Outlook, Word, Excel, PP) and a variety of office equipment.
• Customer service practices and technique to provide good customer service.
• Oral and written communication, including being effective with both internal and external customers.
• Organizing and managing meetings, committed and high-level work groups.
• Perform detailed work with speed and accuracy and possess critical thinking.
• Establishing and maintaining effective working relationships and working with diverse groups.
• Note-taking and composing meeting minutes.
• Using computer applications (full Microsoft Office, Adobe Acrobat, etc.).
• Learn and apply Division policy and procedure.
• Handle detailed work with accuracy and speed.
• Establish priorities.
• Schedule and coordinate meetings.
• Ability to multi-task.

Nice To Haves

• At least one (1) year of administrative and customer service experience working in an office environment.

Responsibilities

• Saves documentation to each member's file including release of information, leases, ID documents and communication with properties.
• Maintaining documentation on unit offers and housing wait-lists.
• Tracking completeness of files and updating status and notes.
• Monitoring, inputting and tracking required information to the AHCCCS database for homelessness and housing outcomes.
• Tracking, filing, and responding to inquiries in the general mailbox.
• Alerting the housing staff of housing referrals and creating electronic files and data sheets for each applicant.
• Creating move-in books for each property and maintaining data of available community resources.
• Maintaining multiple calendars.
• Securing meeting facilities.
• Coordinating appointments.
• Scheduling meetings.
• Taking and distributing meeting minutes to stakeholders.
• Printing, coordinating, and completing paperwork according to information provided.
• Flagging for signature.
• Coordinating distribution of paperwork to member and Support Coordinator for application process.
• Assisting collection of data from multiple resources for AHCCCS deliverable and preparing spreadsheet for review and submission.

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

What This Job Offers

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