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ADMINISTRATIVE ASSISTANT 3

  • 511996
  • PHOENIX
  • REMOTE OPTIONS
  • DEPT OF ECONOMIC SECURITY
  • Full-time
  • Closing at: Sep 29 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

Job Location:

Address:  1789 W. Jefferson Phoenix, AZ 85007

Posting Details:

Salary: $32,500.00 - $41,610. 36 

Grade: 17

Closing Date: 09/29/2022
This position may offer the ability to work remotely, within Arizona, based upon the departments 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 has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. Provides verbal and/or written status reports to the manager on external as well as internal issues. Develops and maintains spreadsheets, data bases, and/or tracking systems to manage project assignments requested by the manager; coordinates, facilitates, and attends various meetings to take, transcribe, and distribute minutes and follows up on assignments; maintains an automated calendar; maintains confidential files and information; and independently completes special projects. Schedule meetings and attend meeting. Assist with Switchboard duties, answer inquiries, provide direction and resolve problems to external and internal customers. State Vehicle Fleet Stewart responsible for DDD HCS State vehicles and monthly reports. Other duties as assigned as related to the position.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices and in hoteling spaces. All work, including remote work, should be performed within Arizona, unless an exception is properly authorized in advance.

Job Duties:

• Developing, writing, producing, and analyzing reports and other documents for management's signature. Work with management to prepare and submit detailed documentation to AHCCCS in connection with Operational Reviews. Obtain incident reports, setup files and update spreadsheets for mortality reviews. Assist QA Nurse Investigator, managers, District nurses, and Medical Directors.
• Coordinate, monitor and oversee day to day activities and operations. Assist with new employee orientation, ensure ID badges are obtained, building safety and security, staff parking assignments and after-hours building access. Contact answering service regarding any contact changes. Assist with electronic timecards for all personnel. Will be crossed trained: FTP site, entering requisitions, fleet steward.
• Schedule meetings, appointments, and travel for supervisors/nurses. Reserve conferences and equipment for various meetings and take minutes at multiple meetings as assigned. Serve as liaison to administrators, staff and companies statewide. Assist District nurse staff as needed.
• Maintains and explain the filing system and records to others, ensures files are accessible, clean and maintains file space. Ensures records are correctly filed and destroyed in a safe, secure and timely manner per Division policy.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of Computer applications (e.g., Microsoft Office Suite) and a variety of office equipment.
• Knowledge of techniques for screening incoming correspondence, visitors and telephone calls.
• Knowledge of principles and practices of administration and business with special reference to organization, budget control, procurement practices, personnel, and office management.
• Knowledge of relevant record retention schedules to ensure medical records are archived and destroyed per Division policy.
• Skills in planning, coordinating, analyzing, establishing, prioritizing operating procedures and management techniques.
• Customer Service skills.
• Interpersonal skills.
• Conflict resolution skills.
• Skills in managing multiple projects.
• Ability to perform standard administrative functions required by Manager.
• Ability to work independently when needed.
• Ability to respond to the public with tact, diplomacy, and appropriate, timely information.
• Ability to Learn and apply programs, policies and procedures of DDD, AHCCCS, and Managed Care Organizations.
• Ability to schedule and coordinate meetings.
• Ability to perform detail work with speed and accuracy.
• Ability to handle pressure and stress effectively and efficiently.

Selective Preference(s):

• 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.

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:

Apply through azstatejobs.azdoa.gov. For questions about this career opportunity, please call Alyssa Figueroa (602) 653-9837 or email AlyssaFigueroa@azdes.gov. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-653-9837. 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.