Under general direction, performs a variety of administrative functions of moderate difficulty and serves in a staff capacity to the District Engineer (District Manager), three Assistant District Engineers and Administrative Service Officer I. Provides administrative support of a specialized nature for district managerial staff, grant coordination and consumer information Coordinates activities and administrative matters between organizational units, of one or more programs, that have a moderate impact on agency operations. Responsible for purchasing, accounting, ete, budget, and other staff functions. Responsible for maintaining highest level of confidentiality assisting with personnel issues; assists in planning, coordinating, and updating of the District Strategic Plan; Performs a variety of complex administrative tasks including personnel actions, hiring lists, research, special projects, contracts and agreements, composes correspondence on a wide variety of subjects; interprets and explains organizational rules, regulations and functions; prepares a variety of reports; represents the administrator at meetings, workshops and seminars; may serve in the absence of a higher level administrator. Maintains numerous filing systems, hard copy and electronic. Provides oversight of office procurement actions. Assists in the processing of vehicle fleet management, and other actions .
Assist with facilitating and scheduling of meetings; preparation of required notifications, correspondence, agendas, minutes, and facilities. primary contact to the public and private entities involved in the program
Performs a variety of administrative tasks that includes research, special projects and report preparation
Submit personnel requisitions utilizing current Page Up
Overseeing the coordination for recruitment, classification, benefits programs and personnel
Interprets agency rules, regulations and responds to related questions from the public; investigates consumer complaints and resolves problems or refers to appropriate supervisor; develops cost estimates; modifies routine procedures to improve program effectiveness; prepares a variety of activity and operational reports; coordinates administrative matters between organizational units
Phone coverage, provide customer service, process mail distribution, and act as HRIS timekeeper, process purchase orders. May in the absence of the Administrative Service Officer I and Administrative Assistant II supervise clerical staff. Responsible for maintaining highest level of confidentiality assisting with human resource issues; assists in planning, coordinating, and updating of the District Strategic Plan
Set within guidelines responsible for the purchase and/or order services for the District Office Utilize ProcureAZ (Electronic Procurement System) to purchase goods and services, ensuring purchase actions are in conformance with funding requirements and eligibility criteria as required by the agency and Arizona State Public Procurement laws; ensures correct purchase documents are utilized, i.e. Purchase Requisitions - RX's, Purchase Orders - PG's and PD'; reviews and determines validitv of commoditv/obiect/aoorooriation codes
Ensures payments are completed within time frames and in compliance with accounting policies and procedures; research and prepare report(s) outlining spending trends to assist with budget preparation. Prepares a variety of reports; represents the administrator at meetings, workshops and seminars
Principles and practices of administration and management. (to include, but not limited to: business math, accounting principles and practices, and English/grammar)
Agency rules, regulations and operating procedures
Business laws as it relates to preparation of grants, procurement computer programs. To include, but not limited to: online research to obtain contractual information, such as vendor, price, minimum quantities, delivery information, etc.; enter purchase requisitions, purchase orders and receivers into system to initiate purchase and/or payment; and modify documents as needed
Computer systems and associate business/office software
Oral and written communication
Research and problem solving techniques
Maintaining high level of confidentiality
Adding machine and calculation of figures
Perform multiple tasks, communicate effectively, and comprehend directions
Plan, coordinate, analyze and establish priorities
Develop effective operating procedures
Perform multiple tasks
Communicate effectively, both verbally and in writing
Work under stressful conditions
Three years responsible administrative experience; or Bachelor's degree in a field appropriate to the assignment from an accredited college or university and two years responsible administrative experience; or a Master's degree in a field appropriate to the assignment from an accredited college or university and one year responsible administrative experience.
This position requires possession of a valid Arizona Class D Driver License. Candidates for this position must complete page 7 and sign the Driver Form on page 8 of the State of Arizona Application for Employment at the time of interview, which will allow ADOT to obtain the candidate's motor vehicle record (MVR). The most recent 39-month period shown on the MVR will be reviewed in accordance with A.A.C. R2-10-207.11 (H) and (I). The review must show an acceptable driving record prior to any offer of employment being made by ADOT. Employment is contingent upon an acceptable MVR.
The Arizona Department of Administration offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Mandatory participation in the Arizona Retirement System (ASRS) is required
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) 712-7279. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT 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.
Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.