EXECUTIVE ASSISTANT

Arizona Department of Administration • Phoenix, AZ

10d • $80,000 - $100,000 • Hybrid

About The Position

The Arizona Finance Authority (AFA) is an economic development tool housed within the State's Office of Economic Opportunity. It offers innovative and sustainable financial solutions for public and private borrowers across Arizona. The Executive Assistant reports to and serves as key support to the Executive Director of the Arizona Finance Authority, performing a variety of coordinating, oversight and administrative services for the Authority’s programs. This position provides high-level support, statutory review and compliance tracking for AFA programs including Volume Cap, State Affordability Infrastructure Districts (SAID) and other AFA initiatives. Acting under the delegated authority of the AFA Executive Director, this role evaluates program petitions and applications submitted by applicants, manages strict statutory review windows, transmits formal documentation, and monitors ongoing compliance and annual reporting requirements. 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

• Basic understanding of Arizona State Statutes, specifically related to Title 48
• The principles and methodologies associated with effective compliance tracking and reporting tools
• Authority programs and organizational structure, rules, regulations and specialized operating procedures
• Document management best practices and database tools
• Calendar management, meeting scheduling and coordination
• Reading land title reports, master-planned infrastructure blueprints, municipal development impact fee structures, and tax-exempt bond financing documents (GO bonds, revenue bonds, and special assessments)
• Project management skills capable of orchestrating simultaneous statutory reviews without missing deadlines
• Written and verbal communication to effectively interact with diverse individuals
• Prioritizing tasks, manage multiple projects simultaneously and meet deadlines
• Technology including Google Suite, Microsoft Office, and relevant project management and tracking tools
• Adjusting to changing priorities and demands
• Clear and concise communication with internal and external stakeholders
• Develop, establish and maintain effective relationships with those contacted in the course of assigned duties while maintaining professional boundaries
• Anticipate needs, troubleshoot and proactively address issues
• Handle sensitive information with utmost discretion
• Handle difficult situations and stress effectively
• Conduct analysis and make recommendations for effective means of improving organization and operation procedures
• Be independent and work under little direction while exercising sound judgment when making time-sensitive decisions
• Be a highly resourceful team-player with effective collaboration
• Bachelor’s degree in Public Administration, Finance, Real Estate, Legal Studies or other relevant education/experience
• Eight (8) or more years of experience as an executive assistant or program manager

Nice To Haves

• Experience as a public finance professional, paralegal, real estate legal administrator, senior state/municipal program manager, or a regulatory compliance specialist within a governmental agency and/or a paralegal certificate, or specialized certification in public finance compliance.
• Mastery of advanced document workflows, digital signature systems, legal document management databases, and statewide tracking portals.

Responsibilities

• Act as the key support to the AFA Executive Director, tracking activity and compliance of AFA program deliverables.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Authority and/or Executive Director, including those of a sensitive or confidential nature.
• Determine appropriate course of action, referral, or response.
• Manage AFA and GADA Board Meeting logistics.
• Serve as the intake point for formal applications for AFA programs.
• Review complex legal, financial, and real estate documentation to ensure 100% compliance with statutory requirements.
• Coordinate with county recorders, city/town representatives, GIS specialists, financial advisors, developers and legal counsel to perform verification of submitted program documentation/applications for compliance.
• Manage tight, legally mandated timelines for documentation review and manage required formal communication to applicants.
• Prepare formal orders based on statutory requirements for the Executive Director’s signature and transmittal.
• Direct and manage the proper legal recordation of all required documentation for AFA programs including SAID Formation Orders within the real property records of the respective Arizona county where the district resides.
• Establish and maintain the AFA’s centralized tracking system to collect, audit, and archive the mandatory annual financial reports submitted per statutory requirements.
• Conduct website transparency audits of individual SAID district websites to ensure statutory compliance.
• Assist with the assessing and manage the tracking and collecting of statutory administrative fees and service charges levied by the AFA in connection with AFA programs.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• 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

What This Job Offers

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