The Department of Economic Security, Division of Developmental Disabilities is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3 to provide high-level administrative support services to the Support Coordination Area Manager within the Division of Developmental Disabilities (DDD).
This position provides high-level administrative support services to management. This position has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. With minimal direction, receives and screens incoming correspondence and telephone contacts directed to the Manager in a professional manner and uses sound judgment in determining course of action. As necessary, conducts research including conferring with supervisor, Division staff, people from community agencies, organizations, and businesses to resolve issues or provides complete and timely responses. Provides verbal and/or written status reports to the manager on external as well as internal issues. Composes letters, memos, and emails on behalf of the manager; develops and maintains spreadsheets, data bases, and/or tracking systems to manage project assignments requested by the manager; coordinates, facilitates, and attends various meetings to take, transcribe, and distribute minutes and follows up on assignments; maintains an automated calendar; maintains confidential files and information; and independently completes special projects.
Functions as office manager to: ensure compliance with DES, DDD, and District policies and procedures, promote a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc. In-state travel is required.
Independently composes letters and memos; prepares presentations; develops spreadsheets; maintains and enters information into Access databases in a timely & accurate manner; maintains & utilizes a tracking system for project management to ensure timely submission of internal and external assignments/work products.
With minimal supervision, confers with supervisor, other Division staff, persons from community agencies, organizations, & businesses on a variety of subjects and issues. Answers and/or researches needed information from e-mail or phone calls from various staff or other entity requesting assistance, ensuring complete and timely responses. Works with members and families to resolve issues; reports on issues that are not resolved.
Functions as office manager to: ensure compliance with DES, DDD, and District policies and procedures, promote a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc.
Independently coordinates, facilitates, and attends various meetings, taking, transcribing, and distributing minutes. Maintains calendar for Manager, sets up meetings as requested.
Completes special projects as assigned by the manager.
- Knowledge of principles and practices of administration and time management
- Knowledge of methods for tracking complex work with critical time lines
- Knowledge of basic program rules, regulations, and operations procedures
- Knowledge of formatting various documents and appropriate use of grammar, punctuation
- Excellent phone skills
- Skills in planning, organization, and time management
- Skills in using computer software/programs, e.g., (Microsoft Office Products)
- Skills in oral and written communication
- Ability to use independent judgment and work independently, and compose various documents with minimal supervision
- Ability to think through problem situation, manage difficult phone calls and relate in a positive and cooperative manner with a wide variety of people
- Ability to learn LAN applications such as FOCUS and learn the supply ordering system
- Ability to multi-task and complete work within required time lines,maintain confidentiality and professionalism at all times and through all work
Three years responsible administrative experience; OR Bachelor's degree in Business Administration, Public Administration, or a closely related field and two years responsible administrative experience; OR a Master's degree in above fields and one year responsible administrative experience.
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 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.
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
-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
State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for the 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.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 480-338-1996.
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.
Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.