The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant to provide a high-level administrative support services to management within the DDD.
This position has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. With minimal direction, receives and screens incoming correspondence and telephone contacts directed to the manager in a professional manner and uses sound judgment in determining course of action.
• Conducts research including conferring with supervisor, Division staff, people from community agencies, organizations, and businesses to resolve issues or provides complete and timely responses.
Provides verbal and/or written status reports to the manager on external as well as internal issues.
• Composes letters, memos, and emails on behalf of the manager; 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.
• Independently composing letters and memos; prepares correspondence and reports, maintains electronic and hard copy files; preparing presentations; developing spreadsheets; maintaining and entering information into Access databases in a timely and accurate manner; maintains and utilizing a tracking system for project management to ensure timely submission of internal and external assignments/work products.
• Functions as an office manager to ensure compliance with DES and DDD policies and procedures, promotes a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc.
Provides technical assistance and guidance on various topics and assignments.
• Independently coordinates, facilitates, and attends various meetings. Takes, produces, transcribes, and distributes minutes. Prepares agendas and coordinates with participants.
Maintains the Managers schedule and calendar, sets up meetings as requested. Drafts various forms of correspondence from e-mails to formal correspondence.
• With minimal supervision confers with supervisors, other Division staff, persons from commercial agencies, organizations, & businesses on a variety of subjects and issues. Answers and/or timely researches needed information from e-mail/phone calls from various staff or other entity, ensure complete and timely responses. Works w/members & family to resolve issues; reports on issues that are not resolved.
• Knowledge of principles and practices of administration and time management
• Knowledge of appropriate use of grammar, punctuation, and formatting various documents
• Knowledge of methods for tracking complex work with critical timelines
• Knowledge of basic program rules, regulations, and operations procedures
• Skills in oral and written communication
• Skills in planning, organization, and time management
• Skills in using computer software programs, e.g., Microsoft Office and Google Suite Products
• Skills in excellent phone skills
• Ability to use independent judgement and work independently
• Ability to think through problem situations and manage difficult phone calls
• Ability to compose various documents with minimal supervision
• Ability to multitask and complete work within required timelines.
• Possess 3 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.
• 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.
• 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.
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
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.
For questions about this career opportunity, please contact Brenda Simpson at 520-307-5579 or Brendasimpson@azdes.gov.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Brenda Simpson at 520-307-5579.
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.