Outdoors, Mountain, Nature, Person, Painting, Valley, Landscape, Scenery, Panoramic, Canyon

Apply Now

Not You?

Thank you

ADMINISTRATIVE ASSISTANT 2

  • 508917
  • PHOENIX
  • DEPT OF ECONOMIC SECURITY
  • Full-time
  • Closing at: Jun 27 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 2
Division of Benefits and Medical Eligibility (DBME)
Appeals Processing Unit

Job Location:

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

Posting Details:

Salary: $13.6565 

Grade: 15

Closing Date: June 27, 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 2 for the Appeals Processing Unit. This position is responsible for performing a variety of administrative work of considerable difficulty as required and deemed necessary to support the Appeals Processing Unit (APU), Overpayment Unit (OPU) and Benefit Support Team (BST) RPM. This position applies detailed knowledge of the department, division, administration, agencies organization, policies, procedures, and day to day problem solving. This position work independently and uses critical thinking with general instruction on a variety of projects while using word, data processing equipment and other automated office equipment.

Job Duties:

• Monitoring and maintaining multiple mailboxes and phone lines. Receiving high call volumes from internal and external clients. Providing APU policy, procedural and appeal information for APU and OPU case requests. Receiving calls from DBME workers to review information received in the local and assign to PSQE to determine if all documents were provided to make a new determination.
• Monitoring and tracking action items related to the Appeals Processing Unit. Reporting information to the Local Office Manager and Regional Program Manager. Utilizing current software programs to complete assigned tasks and projects; authority to respond to any deadline and/or assignment when Local Office Manager/Supervisor is not available.
• Maintaining the assignment of the Appeals Unit Workload; including assignment and reassigning Pre-Hearing Conferences and Administrative Law Judge Decisions in the absence/unavailable of the supervisor. Monitoring the PHC and Decision tracker.
• Creating and maintaining reports with Excel spreadsheets and trackers, input and scan confidential information and data received vial mail, phone, fax, email and/or MFP devices to ensure timeliness and deadlines are met for various projects. Utilizing reports to relay information to business operations and external customers.
• Performing a variety of administrative tasks as requested for the Benefit Support Team, regional Program Managers and Program Administrator. Creating and maintaining reports with Excel spreadsheets and trackers, input and scan confidential information and data received vial mail, phone, fax, email and/or MFP devices to ensure timeliness and deadlines are met for various projects. Tasks include staffing reports, redaction reports, huddle board and metric updates, manual processing of incoming and outgoing mail. Reviewing, maintaining, and sending all information received from fax, email, internal and external clients to assigned PSQE.
• Coordinating and scheduling work activities, meeting, presentations, in person conferences and conference calls. Preparing and distributing meeting minutes, huddle notes, compiling and preparing meeting agendas, materials, and reports/data; maintain supply inventory.
• Fielding inquiries and referrals from internal and external customers such as FAA Local Offices, Appeal Unit, Office of Special Investigation, Department of Child Care, Appellant Services Administration, Attorney General’s Office, and Legal Aid requesting documents or other information from the Appeal Processing Unit and other related duties as assigned.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Standard administrative office practices and procedures.
• Performing technical, complex and difficult administrative work using independent judgment.
• Capable of using personal computer and related software applications proficiently.
• Overseeing multiple projects/assignments, setting priorities and meeting deadlines, and following up on assignments with minimum direction.
• Customer service practices and techniques.

Skills in:
• Explain policies, procedures and general knowledge of the immediate unit and the Division to internal and external customers.
• Explain general information regarding other Divisions to internal and external customers when it is discerned necessary.
• Perform full range of administrative functions required by administrators in a responsible and confidential manner.
• Handle detailed work with accuracy and speed.
• Task and detailed oriented.

Ability to:
• Manage a diverse range of administrative tasks simultaneously.
• Problem-solve various issues and execute appropriate independent judgment.
• Establish and maintain professional working relationships with staff and outside entities.
• Respond to internal and external customers with tact, diplomacy, accuracy and appropriate and timely information.
• Schedule competing meeting/conferences with appropriate preparation and follow-up.

Selective Preference(s):

• Two (2) years administrative experience.

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.
• Travel may be required for State business. Requires possession of and ability to retain a current, valid Arizona driver’s license and proof of insurance at time of appointment. 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 in accordance with DES Fleet Management-Safety Program policy and procedures (DES 1-07-26 & DES 1-07-26-01). 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:

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

- Career Advancement & Employee Development Opportunities
- Flexible schedules to create a work/life balance
- Tuition Reimbursement
- Participation in the Arizona State Retirement System (ASRS)
- 10 paid holidays per year
- Stipend Opportunities
- Infant at Work Program
- RideShare and Public Transit Subsidy
- Affordable Medical, Dental, and Vision
- Life and Disability Insurance

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 about this career opportunity, please call Senior Talent Acquisition Specialist, Lizeth Chavez at (520) 255-9053 or email LizethChavez@azdes.gov.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 520-255-9053.  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.