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ADMINISTRATIVE ASSISTANT 3

  • 504662
  • TUCSON
  • DEPT OF VETERAN SERVICES
  • Full-time

DEPT OF VETERAN SERVICES

For Veterans and those who care for them.

ADMINISTRATIVE ASSISTANT 3

Job Location:

Address:

555 East Ajo Way,

Tucson, AZ 85713  

Posting Details:

Salary: $17.00/Hourly 

Grade: 17

Closing Date: 

Job Summary:

This position may be eligible to receive a temporary stipend of 10% in addition to base pay beginning in December 2021. If eligible, the temporary stipend amount will be calculated using the employee's base rate of pay and will be reflected in each paycheck. It is anticipated that this temporary stipend will be available through June 30, 2022.

The Administrative Assistant III will be responsible for diverse and complex administrative support functions for the Administrator and the Director of Nursing of the Tucson Arizona State Veteran Home (T-ASVH). The Administrative Assistant III will assist the Administrator and the Director of Nursing in preparing for and managing regulatory surveys. This position will prepare a variety of reports and correspondence, use automated payroll systems, manages office supply orders, coordinates the conference room calendar and perform a variety of other tasks for the Administrator and Director of Nursing, including research and special projects. The Administrative Assistant III will coordinate work between the various departments within the facility and with various external organizations and work with special groups on specific tasks and report preparation. Additionally, the Administrative Assistant III will attend meetings, take and prepare minutes and assist in the recruitment process of department heads as well as nursing staff. Lastly, this position will handle sensitive issues tactfully and discretely and maintain confidentiality.

Job Duties:

This position will…

  • Coordinates and completes a wide variety of administrative support and secretarial functions, anticipating the needs of the Administrator and the Director of Nursing.
  • Interacts and coordinates matters with stakeholders.
  • Handles sensitive issues tactfully and discretely. Maintains confidentiality.
  • Composes responses to routine correspondence.
  • Develops and maintains a form letter to be used for routine correspondence.
  • Prepares confidential correspondence and handles other confidential matters.
  • Prepares a variety of reports.
  • Creates and maintains administrative file systems and records.
  • Use automated payroll systems.
  • Maintains policies and procedures.
  • Maintains records for survey purposes.
  • Prepares agendas, attends meetings, take and transcribe minutes.
  • Conducts research and completes special projects to support the direct reports of the Administrator.
  • Orders office supplies and other items according to state procurement rules and agency policies and procedures.
  • Assists in the recruitment process of the department heads for the Administrator and assists the Director of Nursing with the recruitment of nursing staff.
  • Schedules interviews, conducts reference checks/employment history verifications, and prepares hiring packets.
  • Utilizes AMS concepts and tools for problem solving and continuous work/process improvements.
  • Actively participates in AMS processes such as Huddle Boards, Problem Solving, Job Breakdown Sheets, Success Tracking and Standardize work.
  • Fully participates in the Quality Assurance and Performance Improvement (QAPI) which incorporates AMS.
  • Maintains appointment calendar for the Administrator and the Director of Nursing.
  • Schedules conference rooms for internal and external use.
  • Coordinates training sessions and administrative meetings.
  • Completes special projects as assigned by the Administrator of the Director of Nursing.
  • Receives and routes correspondence to appropriate staff for action.
  • Maintains a filing system to ensure that responses meet established deadlines. Answers telephones, takes messages.
  • Responds to routine inquiries and requests.
  • Other duties as assigned as related to the position
Knowledge, Skills & Abilities (KSAs):

This position will have…

Knowledge of:

  • The agency and its context within state government
  • Rules, policies, procedures of section and work unit
  • Full range of complex secretarial functions
  • Data gathering and summarization methods and techniques
  • Project management
  • Report preparation
  • Problem-solving techniques
  • Appropriate channels of communication with community members
  • Appropriate safeguards for protecting confidential data
  • Business English, spelling and basic math
  • Administrative-level correspondence requirements in a political environment
  • Computer software and programs to include Microsoft Suite and Google Suite

Skill in:

  • Interpersonal communication to include verbal and written communication
  • The use of automated payroll systems
  • Customer service
  • Researching
  • Problem-solving
  • Organization and time management
  • Attention to detail
  • Troubleshooting basic office equipment
  • Record keeping

Ability to:

  • Anticipate the needs of the Administrator and the Director of Nursing
  • Adjust to the particular work style of the Administrator and the Director of Nursing
  • Prioritize business items for the attention of the Administrator and the Director of Nursing
  • Establish and maintain effective interpersonal relationships with individuals at various organizational levels, lawmakers and other dignitaries contacting the Administrator's Office and the public in general
  • Facilitate intra-agency, inter-agency and agency-external communications
  • Set up and maintain files
  • Coordinate and schedule meetings
  • Take and transcribe minutes
  • Prepare a variety of correspondences, logs, reports, presentations etc.
  • Maintain and protect confidentiality
  • Learn and interpret Arizona State Personnel Rules
Selective Preference(s):
  • Previous experience providing administrative support to an executive leader.
Pre-Employment Requirements:

Position requires driving. Valid Arizona Driver's License is required. 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.

Benefits:

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

Retirement:

Positions in this classification participate in the Arizona State Retirement System (ASRS).
Please note, enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

If you have any questions please feel free to contact Human Resources at recruiting@azdvs.gov 

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.