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ADMINISTRATIVE ASSISTANT 3

  • 513513
  • PHOENIX
  • DEPT OF ECONOMIC SECURITY
  • Full-time
  • Closing at: Nov 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 3

Division of Developmental Disabilities (DDD) 

Job Location:

Address: 4000 N. Central Avenue, Phoenix, Arizona 85012   

Posting Details:

Salary: $32,500.00 - $41,610. 36 

Grade: 17

Closing Date: 11/27/2022
 This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures  

Job Summary:

Would you like to be part of an amazing culture that helps Arizonans reach their full potential through temporary assistance? The Arizona Department of Economic Security (DES) is looking for individuals that are committed to service, community, and teamwork.

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as Administrative Assistant 3. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

This position Coordinates/Organizes with AHCCCS, QA Manager, QM Administer, Medical Director, QA Specialist, District ALTCS/QA Staff the completion of Quality of Care Concerns (letters regarding incidents of abuse/neglect to complete a thorough review) received from AHCCCS. The position is also part of QA Admin Team and assists with decision making, prioritizing of project, process improvement plans and routinely is assigned follow-up activities. 

By providing the option of a full-time or part-time remote work schedule, employees may enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency head may terminate a remote work agreement at its discretion

Job Duties:
  • Database development, maintenance, extracting information and putting in into graphic display to hand off to administration for analysis. Current databases include: Care Concerns, Emergency 24-hour phone calls, HCBS Audits, Credentialing, Mortality, Contract Actions, AHCCCS Self Reports. 
  • Coordinates with AHCCCS and staff for the completion of QOC Concerns received from AHCCCS, forwards for approval to QA Manager/Administrator and final approval from Medical Director. Maintains tracking calendar with due dates, establishes electronic files audits files for completion. Follows-up on missing docs and any inquires from AHCCCS. 
  • Mortality review activities which includes obtaining critical information, organizing file for Medical Director Review, complete follow-up requests, maintain database, archiving, and assisting with pulling the mortality data to allow the medical Director to write the Annual Mortality review Report for the Assistant Director. 
  • Payroll, track completion of mandatory trainings by QA staff, answer phones, ensure office equipment is operational and if not arrange for replacement or repairs. Coordinates all office activities and works with the LOC's re: fire drills, moves, etc. 
  • Organize Bi- Monthly group Home Seminar for public, includes arranging training room, taking registration, sending training materials to participants, confirming trainers, revising training materials as needed. Coordinates meetings with internal and external people, writes minutes, completes agendas, set up conference calls. 
  • Presents topics to Monthly QA Unit Meetings. Assigns work to QA Specialists such as Care Concerns, Credentialing, HCBS monitoring.
Knowledge, Skills & Abilities (KSAs):
  • Knowledge of Access and Excel to establish databases and to extract information from databases and create tables, charts etc. 
  • Knowledge and understanding of Quality Management concepts. 
  • Knowledge of principles and practices of administration and management. 
  • Knowledge of agency or program rules, regulations and operating procedures. 
  • Skills in good oral and written communication and listening skills. 
  • Skills in good customer services skills. 
  • Skills in managing large, complex and varied work volume with organization and good time management skills. 
  • Ability to plan, coordinate activities, analyze and establish priorities. 
  • Ability to develop effective operating procedures.
Selective Preference(s):
  • Three years responsible administrative experience, or bachelor's degree in in a field appropriate to the assignment from a an accredited college or university and two years responsible administrative experience.
Pre-Employment Requirements:
  • 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.
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
- Infant at Work Program
- RideShare and Public Transit Subsidy
- Affordable Medical, Dental, and Vision
- Life and Disability Insurance

By providing the option of a full-time or part-time remote work schedule, employees may enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency head may terminate a remote work agreement at its discretion

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 contact Dimakatso Achioso on 480-338-1996 or Dachioso@azdes.gov. 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.

The State of Arizona is an Equal Employment Opportunity Employer.