EXECUTIVE STAFF ASSISTANT

Arizona Department of Administration • Phoenix, AZ

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About The Position

The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is seeking an Executive Staff Assistant for its Information Technology (IT) Division in Phoenix, Arizona. The position provides high-level administrative support and technical assistance to the Chief Information Officer (CIO), Deputy CIO, and IT Senior Managers. It also coordinates projects, tracks administrative data, conducts management studies, and provides planning, coordination, and some technical expertise for managing applications. The role conducts broad operational and program-specific analyses of organizational structures, programs, policies, procedures, systems, practices, and operations to improve the division’s effectiveness and efficiency.

Requirements

• Knowledge of management, public administration, and organizational principles, concepts, and techniques and their application to government.
• Knowledge of contemporary business practices, methods, and procedures.
• Knowledge of departmental policies and procedures, structure, and functions.
• Knowledge of state and federal rules and regulations.
• Knowledge of research methodologies.
• Knowledge of strategies for maintaining the confidentiality of information and documentation.
• Knowledge of computer software applications, including Microsoft Office, Google Workspace, and internal project tracking tools.
• Skills in written and verbal communication, time management and planning, collaboration, tact, diplomacy, typing, computer use, research, office management, customer service, report writing, analysis, problem-solving, organization, attention to detail, identifying organizational and procedural problems, implementing solutions, and building and maintaining effective interpersonal relationships.
• Ability to work in a fast-paced environment, make sound business-based decisions, interpret and communicate rules and regulations and apply interpretations effectively, manage multiple projects simultaneously, interact professionally with officials and the public, maintain confidentiality, meet deadlines, compose professional correspondence and reports, conduct research and compile data into concise reports, evaluate others’ work, and express ideas.
• Pass a background investigation.
• If driving on State business, possess and retain a current, valid, class-appropriate driver’s license; complete required training and license-record checks; maintain an acceptable driving record; and, when using a personally owned vehicle, maintain required liability insurance.
• Complete a tuberculosis test during New Employee Orientation and annually thereafter.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Bachelor’s degree with three years of experience in a lead or executive-level administrative position.
• Experience with current project management and tracking tools.
• Experience with procurement, purchase orders, invoicing, or financial tracking.
• Experience with report-writing platforms and tools.

Responsibilities

• Manage office functions and track bureau operating funds and budgets, procurement and purchase orders, and invoices.
• Book travel and maintain records and reimbursement processes for the CIO and IT Senior Managers.
• Collect, compile, distribute, and manage department metrics.
• Maintain and update project management platforms and other complex administrative applications.
• Create reports, including metrics and analytical reports using reporting platforms.
• Develop training materials.
• Research issues, compile data, report findings, and respond to research requests.
• Create or edit presentations and documentation.
• Prepare complex, data-driven reports for executive meetings.
• Design and modify automated systems for applications.
• Develop and conduct surveys; confer with staff; gather information to define needs; and plan and conduct analyses.
• Research and track information for reports and projects, ensuring assignments are completed accurately and on time.
• Maintain current knowledge of department policies and practices and apply them appropriately when conducting research for reports and inquiries.
• Drive on State business.
• Perform other duties appropriate to the assignment.

Benefits

• Vacation and sick days, with 10 paid holidays per year.
• Up to 12 weeks per year of paid parental leave for a newborn or newly placed foster or adopted child through a pilot program.
• Affordable insurance options, including medical, dental, life, short-term disability, and long-term disability.
• Retirement program through the Arizona State Retirement System (ASRS); enrollment eligibility begins after 27 weeks of employment.
• Optional deferred compensation plans.
• Credit union membership.
• Wellness program.
• Incentivized commuter club and public transportation subsidy program.

What This Job Offers

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