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ADMINISTRATIVE ASSISTANT 3 - BISBEE

  • 502511
  • BISBEE
  • DEPT OF ECONOMIC SECURITY
  • Full-time
  • Closing at: Nov 28 2021 at 23:55 MST

DEPTARTMENT 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 3 - BISBEE

DIVISION OF BENIFITS AND MEDICAL ELIGIBILITY

Job Location:

Address: 209 Bisbee Road, Bisbee, Arizona 85603  

Posting Details:

Salary: 15.3988 

Grade: 17

Closing Date: November 28, 2021  

Job Summary:

Under the direction of the Regional Program Manager, this position performs work as required and deemed necessary to support the Region. This position applies detailed knowledge of the agencies organization, policies and procedures, and day to day problem solving. This position works independently with general instructions on a variety of projects while using word and data processing equipment and other automated office equipment. There are no unusual working conditions.

Under general supervision, performs a variety of administrative work of considerable difficulty that may include:
• Researches for special projects and serves on special projects groups.
• Answers multi line phones.
• Monitors, prepares and updates reports.
• Responds and monitors all action items to central office.
• Knowledge and experience with Microsoft Office to include Word and Excel.
• Faxes, scans and indexes documents that include confidential material.
• Responsible for coordination of State Vehicle maintenance and inspections.
• Orders supplies.
• Authority to make decisions regarding appropriate assignment follow up and timetable management.
• Tracks travel claims and monitor travel document numbers.
• Owns and maintains email contacts and listings.

Job Duties:

• Performs a variety of administrative work of considerable difficulty that may include report preparation, updating and maintaining spreadsheets and databases.
• Make decisions regarding appropriate assignment follow up and timetable management.
• Respond and monitor all action items to central office, answers multi-line phones, utilizes Microsoft Office programs to complete assigned tasks or projects.
• Coordinate meetings, take meeting notes, and submit meeting minutes to region.
• Utilization of Automated Machines such as faxes, printers, MFP devices such as fax, scan, and index documents that include confidential material.
• Schedule trainings, arrange hotel and travel accommodations, track travel claims and monitors travel document numbers.
• Coordinate Virtual Office requests, responsible for the coordination of State Vehicle maintenance and inspections, owns and maintains email contacts and listings as appropriate.
• Conduct research for special projects and serves on special projects groups.
• Other duties as assigned related to this position.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of standard administrative office practices and procedures
• Knowledge of business correspondence formatting
• Knowledge of proper grammar, spelling and punctuation
• Knowledge of various computer software packages
• Knowledge of office and database management
• Knowledge of time management
• Knowledge of performing technical, complex and difficult administrative work using independent judgment
• Knowledge of verbal and written communication and capable of using personal computer and related software applications proficiently
• Knowledge of overseeing multiple projects or assignments, setting priorities, and meeting deadlines, and following up on assignments with minimum direction
• Knowledge of policies, procedures and programs of the immediate unit, Division, and sub-divisions.
• Skill in explaining policies, procedures, and general knowledge of the immediate unit and the Division to internal and external customers.
• Skill in explaining general information regarding other Divisions to internal and external customers when it is discerned, they must be connected with the other Divisions.
• Skill in gathering and summarizing data for reports.
• Skill in composing/creating/maintaining varied spreadsheet reports and correspondence with appropriate consideration of relevant policy and procedures.
• Skill in keyboarding and the use of Microsoft Office programs, including Word, Excel, and Outlook.
• Skill in the use of intranet and telephone operation.
• Skill in performing a full range of administrative functions required by administrators in a responsible and confidential manner.
• Skill in handling detailed work with accuracy and speed.
• Ability to respond to internal and external customers with tact, diplomacy, accuracy, and appropriate and timely information.
• Ability to plan, coordinate, analyze, and establish priorities; develop effective operating procedures.
• Ability to appropriately screen calls and direct visitors.
• Ability to communicate administrator's instructions accurately and timely.
• Ability to create, maintain, and complete special projects, reports, and correspondence with accuracy and timeliness.
• Ability to schedule competing meetings/conferences with appropriate preparation and follow-up.
• Ability to interact with other administrative departments or outside representatives.
• Ability to exercise a degree of discretion and independent judgment.
• Ability to set priorities and manage a diverse range of administrative functions; develop effective operating procedures; problem-solve various issues and execute appropriate independent judgment; plan, organize, develop resources, and coordinate activities across multiple assignments; establish and maintain professional working relationships with staff and outside entities.

Selective Preference(s):

• Experience working in an office setting.
• Experience in telephone etiquette, keyboarding skills, and customer service skills.
• Knowledge in computer-based systems including task and detailed oriented.

Pre-Employment Requirements:

In-state travel is required. 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.). Employee may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona 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
-Career Advancement Opportunities
-Tuition reimbursement

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, Alex Rivera at (520) 237-4762 or AlejandroRivera@azdes.gov.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 520-237-4762. 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.