A STATE LAND DEPARTMENT

Address:  1110 West Washington Street, Suite 510
Phoenix, AZ 85007

Hourly Rate:  $20-$22

Grade: 17

Closing Date: Open Until Business Needs Are Met

The Arizona State Land Department manages more than 10,000 leases, permits, rights of ways, sales and other contracts relating to the management use and disposition of 9.2 million acres of State Trust lands. State Trust lands are lands granted to the State of Arizona pursuant to the federal Enabling Act. The Trust lands are held in Trust for the common public schools and 13 other public institutions. Any use or disposition of Trust lands must benefit the Trust's beneficiaries. 

Under the guidance of the agency’s Appraisal Section Manager, the Administrative Assistant 3 is responsible for coordinating the workload of two agency sections - Appraisal and Cultural Resources Sections, as well as providing occasional agency receptionist back-up support.

Appraisal Section - Coordinating internal and external appraisal request processing - managing appraisal requests in Salesforce, create & maintain internal appraisal files, initiating & tracking appraiser bid communication and follow-up, tracking and presenting bids for award selection, creating invoice requests and purchase orders, creating engagement letters to successful appraisal bidders, tracking and receiving draft and final appraisal reports, processing invoices for payment, distribution of the final appraisals to internal department sections, closing out appraisal files, filing and scanning.

Cultural Resources (Archaeology) Section - Coordinating task assignment and workflow related to cultural resources review of applications and reports submitted in support of applications; Assisting with the collection and reporting of compliance responsibilities to external agencies; coordinating the Scheduling appointments and making arrangements for section related meetings; Other related office administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing files. Responding to phone, e-mail, and written inquiries regarding cultural resources and appraisal policies and procedures regarding application review or appraisal review status.

• Coordinate task assignment and workflow related to Cultural Resources review of applications and reports submitted in support of applications; Assisting with the collection and reporting of compliance responsibilities to external agencies; (25%)
• Provide Appraisal program guidance and technical support. methods for implementation, analyzing existing management and operating procedures within each program and developing and recommend methods of improvement. (40%)
• Schedule appointments and making arrangements for section related meetings, performing other related administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing each section’s files. (10%)
• Organize, implement and manage daily work activities to maintain effectiveness of the Appraisal & Cultural Resources programs; Respond to phone, e-mail, and written inquiries regarding cultural resources and/or appraisal policies and procedures and application/appraisal review status. Provide occasional back-up support to agency Receptionist. (10%)
• Serve as the agency’s ASAP (Application Standard Assessment Process) weekly meeting facilitator – creating the meeting calendar, meeting packets, manager-director worksheet and facilitating the actual meeting. (5%)
• Apply the principles, theories, and concepts of the Arizona Management System; actively participating in daily group huddles and huddle board updates; continually identifying areas for process and quality improvement; tracking and reporting section metrics; adhering to established standard work and procedures. (5%)
• All other relevant duties as assigned. (5%)
  

Knowledge
• General knowledge of the ALSD’s methodologies and tools;
• General knowledge of the ASLD's policies and procedures;
• Advanced knowledge/ proficiency with AMS (Arizona Management System)
• Knowledge of the Geographic Information Systems (GIS);
• Knowledge of the interpretation of topographic, land status, and hydrologic maps;
• Knowledge of State and federal cultural resources laws and policies;
• Knowledge of Legal descriptions of land parcels.

Skills
• Advanced skills in verbal and written communication.
• Advanced skills in the organization of computer files and written documents.
• Advanced organizational skills in coordinating workflow tasks of the Cultural Resources Section.
• Skill in developing and maintaining spreadsheets to track data.
• Skill to establish and maintain effective working relationships with various levels of government and business officials as well as the public.

Abilities
• Ability to establish performance goals and assess progress toward their achievement.
• Ability to write reports, maintain records, and manage multiple tasks concurrently.
• Ability to establish standard processes and manage performance to achieve key metrics.
• Ability to exercise appropriate personal judgment within the guidelines of recognized laws, rules, procedures, and policies affecting the overall management of State Trust lands.

A minimum of four years of professional, executive-level administrative and program support experience. Two years of progressively responsible experience with project coordination, agency rules and regulations. An Associate’s degree or college coursework in business or public administration, or related field preferred.

This position may require driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:
● Affordable medical, dental, life, and short-term disability insurance plans
● Top-ranked retirement and long-term disability plans
● 10 paid holidays per year
● Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
● Sick time accrued at 3.70 hours bi-weekly
● Deferred compensation plan
● Wellness plans

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Positions in this classification participate in the Arizona State Retirement System (ASRS).
• ASRS is a mandatory condition of employment for all employees who meet the eligibility and membership criteria as defined in statute.
• Enrollment eligibility will become effective after 27 weeks of employment.
• The current mandatory contribution rate is 12.29%

The State of Arizona is an Equal Opportunity/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) 542-2629. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

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Having trouble applying for this position?
Email HRIShelpdesk@azdoa.gov or call (602) 542-4700 for assistance.