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ADMINISTRATIVE ASSISTANT 1

  • 507992
  • PHOENIX
  • DEPT OF ECONOMIC SECURITY
  • Full-time
  • Closing at: May 18 2022 at 23:55 MST

DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision that every child, adult, and family in Arizona will be safe and economically secure.

DES serves more than 3 million Arizonans. Our Mission is to make Arizona stronger by helping Arizonans reach their full potential through temporary assistance for those in need, and care for the vulnerable.

ADMINISTRATIVE ASSISTANT 1

Division of Benefits and Medical Eligibility(DBME)
Family Assistance Administration (FAA)
Phoenix Customer Care Center

Job Location:

Address:  8620 North 22nd Avenue, Phoenix, Arizona 85021

Posting Details:

Compensation: $13.5000 Hourly ($28,808.00 Annually)

Grade: 13

Closing Date: May 18, 2022

Job Summary:

The Department of Economic Security, Division of Benefits and Medical Eligibility is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 1 (AA 1) with the Phoenix Customer Care Center. The person in this position under the direction of the Local Office Manager or Program Manager, this position performs a variety of administrative work of considerable difficulty to support the Office. This position applies detailed knowledge of the Department, Division, Administration and Office policies and procedures and works independently with general instructions on a variety of projects. This position is in the office.

Job Duties:

• Answers multi-line phones and provides general information or routes appropriately.
• Research, prints, monitors, prepares, and updates reports.
• Receives, assigns, drafts responses, and monitors action items to the local office management from the Regional or Program Administrator offices.
• Has the authority to make decisions regarding appropriate assignment follow up and timetable management.
• Follows up on assignments to ensure deadlines are met.
• Performs some administrative assignments independently.
• Proficient in the use of Microsoft Office programs, including Outlook, Word and Excel.
• Utilizes automated machines such as faxes, printers, Multi-Function Printer (MFP) devices, etc., to fax, scan, and index documents that include confidential material.
• Coordinates meetings and note taking, e.g., takes minutes, distributes minutes to meeting attendees.
• Coordinates Virtual Office (VO) requests.
• Regularly deals with the public, internal, and external colleagues/customers with courtesy and tact.
• Registers and inputs client applications into the eligibility systems that include but are not limited to, Arizona Technical Eligibility Computer System (AZTECS) and Healthy Arizona (HEAPlus).
• Monitors completion of employee timecards, Employee Time Entry (ETE); Proxy for office.
• Schedules trainings for local office staff.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies, tracks submission of travel claims through established procedure.
• May be required to travel for training or other business-related purposes.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of general understanding of the various programs administered and services provided by the Department.
• Considerable knowledge of communication, conflict resolution, mediation, and collaboration techniques.
• General knowledge of policies and procedures, federal law related to employees, and safety and accessibility standards required in the office and other work environments.
• Knowledge of Federal and State laws, statutes, regulations, policies, and procedures pertaining to public assistance programs.
• Knowledge of computer programs such as Microsoft Word, Microsoft Excel, and Microsoft Outlook.
• Skills in excellent written and oral communication, skills to convey a wide variety of information.
• Skills in interpreting and understanding program policies and procedures.
• Skills in organization and communication.
• Skills in balancing a variety of administrative functions.
• Skills in independent problem solving, analyzing, and limited decision-making skills for routine matters.
• Skills in customer service, listening, negotiation, monitoring evaluation.
• Ability to establish priorities.
• Ability to work independently while functioning as an integral part of the Local office management structure.
• Ability to model integrity, dependability, and quality customer service, as well as the ability to mentor and instill these values in others.
• Ability to engage in verbal and written communication with staff and outside entities.
• Ability to be creative and innovative in approaches to helping staff.
• Ability to communicate vision and direction, lead by example, promote continuous learning, and develop staff skills.
• Ability to read, understand and interpret issues of a moderate level of complexity, laws, statues, policies.
• Ability to establish priorities, monitor office procedures, perform in a fast-paced environment.
• Ability to use computer programs/systems utilized by Family Assistant Administration (FAA), AZTECS, HEAPlus, OnBase document management system.

Selective Preference(s):

• Experience in an office setting or social service agency.

Pre-Employment Requirements:

• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• In-state travel may be required. Candidates must possess a valid Arizona driver’s license and proof of insurance at time of appointment. Employees who drive on state business are subject to driver’s license records checks, must maintain acceptable driving records, and must complete any required driver training (see Arizona Administrative Code R2-10-207.12) Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration, however, mileage will be reimbursed.

Benefits:

We offer a competitive benefits package that is unmatched by the private sector and a culture that encourages team success and advocates for personal advancement.
-Affordable Health, Dental, Vision and Life and Disability Insurance
-10 holidays per year
-Paid Vacation and Sick time off - start earning it your 1st day
-Eligible to participate in the Public Service Loan Forgiveness Program (must meet qualifications)
-Contribute to, and participate in the Arizona State Retirement System
-Ride Share and Public Transit Subsidy
-Career Advancement Opportunities
-Tuition reimbursement
-Opportunity to work remotely (home office) on an ad-hoc basis

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

• State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
• On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

Contact Us:

For questions regarding this career opportunity, please contact David Kinsella at dkinsella@azdes.gov

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-774- 5516. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.