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ADMINISTRATIVE ASSISTANT 3

  • 508950
  • PHOENIX
  • DEPT OF ECONOMIC SECURITY
  • Full-time

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 Aging and Adult Services (DAAS)
Finance and Business Operations (FBO)
www.azdes.gov

Job Location:

Address:  1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details:

Salary: $17.00 - $19.48 Hourly 

Grade: 17

Open Until Filled  

Job Summary:

The Department of Economic Security, Division of Aging and Adult Services, seeks an experienced and highly motivated individual to join our team as an Administrative Assistant 3 with Finance and Business Operations. DAAS supports at-risk Arizonans to meet their basic needs and to live safely, with dignity and independence. Services and programs reach a diverse population of Arizonans.

You perform a wide variety of complex administrative tasks. You route and track new contracts and contract amendments as well as perform the purchasing receiving process for the division. You analyze and track correspondence related to fingerprint and central registry clearance results for temporary employees. As the local office coordinator, you submit requests for facility related issues.

Job Duties:

• Point of Contact for all DAAS purchasing activities and receiving activities. Enter requisitions, obtain quotes if needed for requisitions, verify goods or services were received, and enter receipts into Arizona Procurement Portal (APP).
• Serve as the Contract Management Unit point of contact for processing vendor and contractor fingerprint clearance cards (FCC) and central registry results, tracking FCC results, corresponding by email with Contractors, reviewing documentation and creating appropriate demand for assurance (DFA) letters, tracking Contractor's responses to the DFA letters, filing correspondence, and preparing quarterly FCC statistics.
• Perform a variety of complex administrative tasks, serves as quality control checkpoint by facilitating contract document's routing within the Department, ensures complete contract files, update contract document tracking systems, maintain up to date Contract Unit support procedures, and deliver and retrieve contract documents from other reviewing/processing DES groups.
• Serve as the Division's Local Area Coordinator which includes creating Land-ports and the DAAS 3rd floor central office floor warden during fire drills which includes ensuring that staff are counted for at the designated meeting site.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Principles and practices of effective administration and facilitation of work flow
• Agency, division, and unit rules, regulations, and operating procedures
• Contracting concepts, approaches, objectives, and methods
• Standard office policies and procedures to perform discretionary tasks

Skill in:
• Oral and written communication
• Analyzing information, problem solving, and multi-tasking
• Quickly mastering new systems and procedures
• Planning, prioritizing and managing workload to effectively and timely accomplish tasks

Ability to:
• Write clear, concise and accurate documents
• Quickly assimilate and follow new, detailed procedures
• Establish and maintain working relationships with co-workers
• Plan, organize, and coordinate tasks to meet deadlines

Selective Preference(s):

• Three years responsible administrative experience; or Bachelor's degree in business administration, purchasing or related field from an accredited college or university and two years responsible administrative experience; or a Master's degree purchasing, business administration or related field from an accredited college or university and one year responsible administrative experience.

Pre-Employment Requirements:

• In-state travel may be required. The position may require the 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 driver training (see Arizona Administrative Code R2-10-207.11). Individuals may be required to use their personal motor vehicle.
• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.

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
• Stipend Opportunities
• Infant at Work Program
• RideShare and Public Transit Subsidy
• Affordable Medical, Dental and Vision
• Life and Disability Insurance

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:

Apply through www.azstatejobs.gov. For questions about this career opportunity, please call Brenda Cruz at (480) 493-9033 or email DAASHR@azdes.gov.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting (602) 542-0400. 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.