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ADMINISTRATIVE ASSISTANT 1

  • 501782
  • PHOENIX
  • DEPT OF ECONOMIC SECURITY
  • Full-time

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)

Job Location:

Address: 4635 South Central Avenue. Phoenix, Arizona 85040 

Posting Details:

Salary: 12.5000 

Grade: 13

Closing Date: Open until Filled

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 Local Office. The person in this position will report to the Family Assistance Administration (FAA) Local Office Manager (LOM), performing a variety of administrative work of considerable difficulty to support the Office.

Job Duties:

• 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.
• Answer multi-line phones and provides general information or routes appropriately.
• Research, prints, monitors, prepares, and updates reports.
• Uses Microsoft Office programs, including Word and Excel.
• Receives, assigns, drafts responses, and monitors action items to the local office management from the Region or Program Administrator offices.
• Has the authority to make decisions regarding appropriate assignments follow up and timetable.
• Follows up on assignments to ensure deadlines are met.
• Performs some administrative assignments independently.
• Regularly deals with the public, internal and external colleagues/customers with courtesy and tact.
• 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.
• Registers and inputs client applications into the eligibility systems that include but are not limited to Arizona Technical Eligibility Computer System (AZTECS) and Health-E-Arizona Plus.
• Assist local office clients with Electronic Benefit Transaction (EBT) process, assist local office with document image scanning duties.
• Coordinates Virtual Office (VO) request, monitors completion of employee timecards (ETE), schedules training.
• Tracks travel claims and monitors travel document numbers.
• Orders supplies.
• Maintains email contacts and listings.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of the various programs administered, and services provided by the Department.
• Knowledge of communication, conflict resolution, mediation and collaboration techniques.
• Knowledge of Federal and State rules and regulation governing the Division of Benefits and Medical Eligibility (DBME).
• Knowledge of policies and procedures established for the work unit including administrative procedures, protocol and safety and accessibility standards required in the office and other work environments.
• Knowledge of computer programs, such as Microsoft Word and Microsoft Excel.
• Skills in excellent written and oral communication 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, and 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, and policies.
• Ability to monitor office procedures and perform in a fast-paced environment.
• Ability to use computer programs/systems utilized by the Family Assistance Administration, AZTECS, HEAPlus, OnBase document management system.

Selective Preference(s):

• 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 for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12) AND have an acceptable driving record for the last 39 months including no DUI, suspensions or revocations and less than 8 points on your license. If an Out of State Driver License was held within the last 39 months, a copy of your Motor Vehicle Record (MVR) is required PRIOR to driving for State business. 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.

Pre-Employment Requirements:

• Experience in an office setting or social service agency.
• Any combination of training and experience that meets the knowledge, skills, and abilities (KSA’s).
• Relevant degree from and accredited college or university, coursework, and work experience relevant to assignment.

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:

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting (480) 267.3695.
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.