Executive Staff Assistant

Arizona Department of Administration • Goodyear, AZ

6d • Onsite

About The Position

The Executive Staff Assistant (ESA) position located at Perryville, facilitates any and all needs of the Warden and the Executive Staff. This includes being available to assist in numerous functions, and requires a high level of technical skill in organizational areas such as personnel, management analysis, and daily operational functions. The ESA has a significant impact on management decision making and organizational operational structure.

Requirements

• Knowledge of State and Federal rules and regulations, ADOA Personnel Rules, departmental policies and procedures
• Knowledge of Legislative mandates and court rulings which impact the department
• Knowledge of Personnel allocation
• Knowledge of Organization chain-of-command
• Knowledge of Development and implementation of operating processes and procedures
• Knowledge of Management and supervisory principles
• Knowledge of Program planning
• Knowledge of Computer usage and using various software programs
• Knowledge of Adult Information Management System (AIMS)
• Knowledge of Human Resources Information Solution (HRIS)
• Skill in Verbal and written communication
• Skill in Establishing and maintaining interpersonal relationships
• Skill in Business English
• Skill in Problem solving
• Skill in Research and data collection
• Skill in Organization
• Skill in System concepts and development
• Skill in Implementation and evaluation/assessment of Agency/region goals and objectives
• Skill in Maintaining positive working relationships at all levels including internal and external customers
• Ability to Adapt to changing priorities and management styles
• Ability to Maintain a high degree of professionalism and diplomacy in the performance of duties
• Ability to Maintain confidentiality
• Ability to Understand and prioritize many comprehensive, in-depth work processes
• Ability to Assess/analyze situations and make good, sound decisions
• Ability to Effectively interpret and communicate ADCRR policies, rules and regulations and apply interpretation
• Ability to Develop and standardize processes and forms
• Ability to Work in a prison environment
• Ability to Drive on State business
• Requires possession of, and ability to retain a current, valid state-issued driver’s license appropriate to the assignment.
• Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12).
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Employees are required to take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter.

Nice To Haves

• Prefer a minimum of 4 years of administrative experience to an executive-level position or Administrator.

Responsibilities

• Provides staff support and technical assistance to the Warden and Executive Staff in the interpretation of rules, regulations, and policies.
• Researches and responds to a wide variety of issues to include review and making recommendations on staff discipline, projects, audits, employee grievances, investigations Equal Employment Opportunity Complaints, placement of Temporary Work Assignment (TWA), staff litigation, compile data, report writing, prepare responses to staff, offenders and the public.
• Researches and responds to correspondence requiring the signature of the Complex Warden.
• Writes and/or edits correspondence and reports, exercising signature authority as authorized.
• Conducts research and prepares position papers and comprehensive reports.
• Participates in Executive level meetings to identify and analyze problems, recommends and implements solutions.
• Participates in the development of long-range organizational planning.
• Facilitates meetings as assigned.
• Directly supervises an Administrative Assistant III and/or Administrative Secretary II to include work assignments and review, provides training and guidance, approves sick and annual leave, completes performance evaluations, recommends hiring, dismissal and/or discipline.
• Other duties are assigned as related to the position.

Benefits

• Vacation and sick days 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).
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

What This Job Offers

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