Office Administrator

Arizona Department of Administration • Phoenix, AZ

6d • Hybrid

About The Position

The Arizona Attorney General’s Office Criminal Division/Special Investigations Section is seeking an Office Administrator. This position is responsible for assisting the Chief Agent, Special Agents and is the Office Administrator for the Special Investigations Section. This position will provide all administrative support to the Special Investigations Section (SIS), including supervising support staff, monitoring workflow and ensuring that SIS is adequately staffed by administrative staff prioritizing/assigning duties as necessary to ensure tasks are completed in a timely manner. This position will work with the Chief Agent in preparing/executing confidential case and personnel matters, including affecting improvements in the overall administration of the operation of the Section. This position will also plan, coordinate and execute administrative functions, including determining procurement requests, personnel needs, development of policy and procedures, prepare evaluations for support staff, draft and update procedural manuals and forms, train support staff regarding procedures, prepare confidential correspondence and enter data into the case management systems. This position will assist in the preparing of grant proposals and will calculate statistics as necessary for the grants and all monthly/quarterly and annual reports. This position will ensure the goals and objections of the section are monitored and achieved and administrative policies are uniform. This position will assist in hiring sworn and unsworn SIS staff members and maintain a good work environment through communication and daily contact with all support staff to include the Tucson and Prescott SIS units. This position will also attend and serve on agency committees and will report to the Chief Agent and/or Legal Administrator on special projects, confidential matters and highly sensitive case and personnel matters. This position may offer the ability to work remotely two days a week, based upon the department's business needs and continual meeting of expected performance measures.

Requirements

• Knowledge of the federal and state policies for the ACJIS system.
• Knowledge of policies and procedures relating to the State of Arizona – ADOA and the Arizona Attorney General’s Office.
• Knowledge of principles, practices and applicable governing directives pertaining to fiscal management, budgetary control, administration, office management and supervision.
• Knowledge of word processing and other software programs, grant application process, statistics and budgeting.
• Understanding of the attorney/client relationship including the need for confidentiality and discretion.
• Must have knowledge of various computer programs.
• Knowledge of State and office procedures for acquisition of case-related expenses and current travel policies.
• Knowledge of federal, state AZAFIS, Department rules and regulations, policies and procedures and statutes governing security and privacy of record information, in order to process and manage information accurately and appropriately.
• Skill in problem solving, ability to independently identify and analyze situations using good judgment.
• Leadership skills.
• Skilled in conducting interviews, counseling and disciplining.
• Excellent communication skills, in both oral and written communications.
• Good interpersonal skills to work with internal personnel and external contacts including various law enforcement agencies, citizen and government audiences.
• Skill in interaction with internal personnel and external contacts including law enforcement agents.
• Skill in composing various complex legal correspondence and pleadings.
• Excellent skills in grammar, spelling, basic editing and formatting of a wide variety of documents.
• Skill in budgetary and mental computation.
• Word processing and transcribing skills.
• Excellent computer and software skills, including Microsoft Excel, database and records management software.
• Ability to maintain confidentiality and discretion concerning investigations and criminal histories.
• Ability to form and maintain cordial working relationships with high-level staff and leaders.
• Must be able to act with tact and diplomacy when dealing with outside agencies, employees and high-level public officers.
• Ability to plan and direct complex projects or tasks, including to analyze and interpret simple to complex information.
• Ability to be self-initiated, proactive problem solver with the ability to multi-task while maintaining attention-to-detail.
• Ability to use various types of equipment, computer and software.
• Ability to maintain and prioritize a heavy workload under some pressure conditions without any difficulty, including managing multiple projects simultaneously while keeping up with various deadlines.
• Ability to be self-directed with strong problem-solving skills, exercise reasoned judgment in a high-pressure, and time-sensitive working environment.
• Ability to work independently and with a team, as necessary and is well-organized.
• Ability to supervise.
• Ability to assist with fiscal and business management functions.
• Ability to effectively communicate orally and in writing.
• Ability to prepare word processing and transcription from compact disk (CD) and tape.
• Travel is required for this position.
• A valid Arizona Driver’s License is required, along with consent to have your driving record run periodically.
• Must be Terminal Operator Certified (TOC) or obtain Terminal Operator Certification within 6 months of employment.
• All applicants under serious consideration for hire with the Attorney General's Office are required to be fingerprinted by the Office and complete a criminal background check through State and Federal agencies.
• A job offer cannot be tendered until the candidate has successfully passed the initial background check.

Nice To Haves

• Supervisory experience
• Worked in a law enforcement environment

Responsibilities

• Manages the procurement of services, supplies and equipment to support the Section’s functions.
• Provide recommendations for budget specific items by analyzing information to assist management in the development and planning strategies to ensure efficient use of funds.
• Plan, prepare and complete travel accommodations for the Section and reconcile procurement travel card statements.
• Manages, prepares and processes all personnel-related matters, including setting interviews and interviewing for all prospective sworn and unsworn employees; processing new hire paperwork and providing initial training as to SIS' processes, systems and rules.
• Assist Special Agent Supervisors to coordinate and audit the submission of payroll, including review of all leave slips and OT slips.
• Supervises personnel and functions of the support staff in the Section providing training; coordinating, scheduling and assigning work product, establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; recommending and/or implementing personnel actions.
• Processes AGO new hires through running ACJIS checks, including working closely with HR staff and returning timely responses.
• Performs a variety of highly sensitive complex special projects for the Chief Agent and Legal Administrator, as necessary.
• Completes complex and highly confident administrative tasks related to law enforcement issues such as responding to sensitive requests for information, preparing a variety of confidential files and reviewing highly sensitive documents.
• Supervise and coordinate software implementation and upgrades by working with department and employees, training personnel, maintain data integrity by performing timely audits, entering information and review requests for additional computers and procedures.
• Maintain statistical tracking to complete annual reports as required each fiscal year.
• Oversee the maintenance of the Section’s records, file retention schedule, and retrieval of record, including ensuring archiving of case files is managed and processed timely and efficiently and matters are tracked for destruction is made when warranted.
• Other duties as assigned as related to the position.

Benefits

• Student Loan Assistance
• Sick leave
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• 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

What This Job Offers

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