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ADMINISTRATIVE ASSISTANT 3

  • 503179
  • PHOENIX
  • DEPT OF HEALTH SERVICES
  • Full-time

DEPT OF HEALTH SERVICES

The Arizona Department of Health Services promotes and protects the health of Arizona’s children and adults. Our mission is to promote, protect, and improve the health and wellness of individuals and communities in Arizona. We strive to set the standard for personal and community health through direct care, science, public policy, and leadership. ADHS promotes alternative work schedules, flexible hours. We have positions that can fit any stage in your career, from entry to senior level. We offer a robust benefit package, including the ADHS Student Loan Assistance Program, where eligible employees can receive up to $437.50 per month for their outstanding student loans. Come check us out and see how you can make a difference in the lives of all Arizonans.

ADMINISTRATIVE ASSISTANT 3

Arizona State Hospital

Job Location:

Address:  501 N. 24th Street, Phoenix, AZ 85008

Posting Details:

Salary: $13.95 - $19.48 (DOE)

Grade: 17

 

Job Summary:

This position is responsible for day-to-day administrative tasks and duties of the office and requires working as a part of a team and supporting the CNO, ACNOs, PNUMs, PNCs and other administrative staff.

Job Duties:

-Creates daily and monthly staffing report sheets, maintains contract employee files and monitors files for compliance with all competencies. Assist with pool employees scheduling, tracks work hours for compliance with pool guidelines.
-Utilizes recruitment tools : reviews employment, education and license verification for prospective nursing candidates. Review information with ACNO on "file checks" post interview. Collaborates and coordinates with HR recruiters serving as a liaison for Nurse Managers regarding the hiring process.
-Provides administrative support to the Nursing Administrative offices. Covers other administrative assistants in their absence. Responsible for purchase orders, setting up and coordinating meetings, taking minutes for formal meetings, ensuring office equipment is properly maintained and serviced, monitoring and maintaining of office supplies.
-Develops scheduling plans for interview process with nursing management. Assigns the scheduling for panel interviews weekly. Creates, tracks and compiles data to prevent duplicate work issues related to candidate files. Is a reference person for all candidates post interview to answer any questions. Obtains references and coordinates with Nursing Management for in house promotional process.
-Maintains required clinical supervision documents; provides reports monthly to PNUMs to ensure compliance with completion. Assists CNO/ACNOs with printing and posting of department metrics; assists with maintaining nursing administration huddle board, etc.
-Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Excellent working knowledge of all Microsoft Office packages, with emphasis on
use of various communication tools.
- Understanding of basic human resources and hiring process.
- Sites and navigation of same for obtaining licensing and certification information for
potential new hires.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
Skill in:
- Strong organizational, administrative and analytical skills.
- Excellent spelling, proofreading and computer skills.
- Excellent oral and written communication.
- Excellent interpersonal skills to interact with professional and para-professional hospital staff.
- Excellent computer skills including, Microsoft products, general office equipment.
- Excellent phone skills and customer service aptitude.
Ability to:
- Maintain confidentiality.
- Produce consistently accurate work even while under pressure.
- Multi-task and manage conflict demands, adapt quickly to changes in priorities, and to
remain calm in stressful situations/emergencies.
- Conduct self in a professional manner at all times.
- Problem solve and work independently and to perform specialized tasks as required.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal
opportunity at all levels of public employment, and creates an inclusive work
environment that enables all individuals to perform to their fullest potential free from
discrimination.

Selective Preference(s):

Three years of responsible administrative experience performing general office procedures. Preference will be given to candidates with
an Associates Degree and with one or more years experience in a healthcare or hospital environment.

Pre-Employment Requirements:

A State Hospital employee must be able to obtain a valid Level One Fingerprint Clearance Card pursuant to A.R.S. § 41-1758.07.

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

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

Retirement:

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will make a contribution to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27 week wait period for contributions to begin.

Contact Us:

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.

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.