CONSTRUCTION AND FACILITIES MAINTENANCE ADMINISTRATIVE ASSISTANT 3

Arizona Department of Administration • Phoenix, AZ

5d • Onsite

About The Position

The Construction and Facilities Maintenance Administrative Assistant 3 provides administrative and office support actions for the Arizona Army National Guard (AZNG) Construction and Facilities Management Officer (CFMO and Deputy). Responsibilities include managing calendars, making travel plans, meeting and event arrangements. Provides a Point of Contact for scheduling the use of the two primary Conference Rooms at CFMO. Acts as the first point of contact for guests and visitors of the CFMO; provides customer service to internal and external customers. Facilitate in-processing of new CFMO employees. Position is responsible for reviewing, processing or requesting HR paperwork and documents (i.e. Personnel Action forms and Position Description updates). Position assists existing and new hire personnel in acquiring a Common Access Card and completion of their IA training. Manage State equipment to include regular inventories and manage Federal equipment as necessary.

Requirements

• Management, administrative practices and operating procedures.
• Advanced level of computer applications for word processing, spreadsheets, publishing software and presentations.
• Principles, concepts and current practices in Arizona government and military organization as they apply to administrative and HR field.
• Written and verbal communication.
• Customer service and interpersonal relationships with civilians, military and government representatives.
• Composing, editing and proofreading a variety of correspondence, reports or forms.
• Establishing and maintaining effective working relationships with those contacted on a daily basis.
• Problem analysis and resolution with a consideration of proper time utilization.
• Skilled in the use of computers including MS Office products to include Word, Excel, PowerPoint, Outlook and Visio.
• Possession of and ability to retain a current, valid state-issued driver's license appropriate to the assignment.
• In and out of State travel required.
• Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining a Common Access Card (CAC) within one year of hire.
• Three (3) years of increasingly difficult and responsible experience involving the use of personal computers and database software OR any combination of increasingly difficult and responsible experience involving the use of personal computers and database software and/or related education from an accredited college or university to total three (3) years.

Nice To Haves

• Military experience

Responsibilities

• Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
• Establishes, updates and maintains manual and automated filing systems to store and track records/information.
• Identify administrative or personnel problems and analyze alternatives and develop viable recommendations to the CFMO/Deputy CFMO/Chief of Staff (CoS).
• Safeguard confidential and sensitive information.
• Provide administrative support to CFMO, Deputy CFMO and CFMO CoS.
• Maintain calendars and appointments for the CFMO.
• Schedule, coordinate and prepare meeting spaces, to include virtual meeting set-ups, for CFMO.
• Maintain the CFMO calendar tracking leave, meetings, training and other activities.
• Take and prepare meeting minutes as required.
• Prepare correspondence in accordance with military regulations and State guidelines.
• Act as liaison for new employees; providing them checklists and directions to properly in-process (include CAC, computer access, etc.).
• Serves as the primary contact for the CFMO; greeting and directing any visitors to the appropriate person or meeting at the FMO.
• Independently make decisions when required and exercises initiative when appropriate within the administrative realm.
• Perform detailed work with a high degree of accuracy and work within stringent deadlines.
• Manage State equipment to include regular inventories and manage Federal equipment as necessary.
• Coordinates meetings with CFMO department supervisors, consolidates and prints monthly SITREPS for CFMO, and prepares agenda for weekly updates.
• Primary point of contact for any questions related to HR documents (i.e. 303s and Positions Descriptions) within the FMO section statewide.
• Will present questions to HRO for appropriate determination and response as requested by the CFMO, Deputy CFMO or CFMO CoS.
• Maintains an up-to-date CFMO Organizational chart (hard copy and on the lobby wall).
• Responsible for assisting other CFMO employees, existing and new hire, with the acquisition of their CAC.
• Assist as needed with IT problems, Desk Phone problems and Cell phone acquisition or service problems.
• Proofread, and correct as needed, administrative documents that are provided to you for review/signature of CFMO.
• Ensure military documents are crafted in accordance with AR 25-50.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Paid Parental Leave program

What This Job Offers

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