Position serves in a staff support capacity for two staff, the Regional Director serving the Gila River Indian Community Regional Partnership Council and the Director of Leadership and Learning. Position also supports an eleven-member volunteer regional partnership council. Position is responsible for performing and coordinating office administrative activities, staffing region council meetings, and assisting in preparation and organization of the First Things First’s annual Summit (early childhood conference.) Position will provide customer service; plan and prepare for meetings; post public meeting notices and prepare meeting minutes; coordinate council and Summit activities; assist with Summit registration for internal and external attendees; establish, and as necessary, adjust priorities; develop effective operating procedures; take initiative; multi‐task; meet deadlines; and problem solve.
Under the general supervision of the Regional Director and the Director of Leadership & Learning, duties and responsibilities may include, but are not limited to:
• Communicate with general public and collaborating partners (telephone, email, etc.)
• Schedule and arrange meetings/events including determining location, posting notices internally and externally including agency calendars, attending meetings, preparing formal meeting minutes, and providing any follow‐up activities
• Budget preparation and tracking
• Report preparation
• Compose draft documents and handle detailed work accurately and in a timely manner
• Write or edit documents as needed
• Assist with processing grant requests
• Process applications and related paperwork for volunteer Regional Council members
• Purchase/monitor supplies
• Prepare and process travel reimbursements
• Record keeping
• Research special projects
• Analyzing data
• Take minutes of Summit planning team meetings
• Assist internal and external attendees with Summit registration and questions
• Track Summit Breakout Session information
• Create Summit evaluations and reports using Survey Monkey
• Other duties as assigned
• Strong skills in oral and written communication
• Possess strong, current computer skills in Google Docs, Google Sheets, Google Slides, Google Meets, and Zoom
• Extensive organizational and time management skills, and ability to handle multiple projects and adjust priorities under deadline
• Experience with project management processes
• Culturally sensitive and some experience working in or with tribal communities
• Ability to operate general office equipment such as LCD projector, digital recorder, digital camera, etc.
• Two years’ responsible administrative experience; or Bachelor’s degree from an accredited college or university in a field appropriate to the assignment and one year’s responsible administrative experience.
The ideal candidate will enthusiastically support the vision and mission of First Things First and possess the personal qualities of integrity and credibility. Candidate must have strong customer service and should be highly organized. Candidate must possess a strong working knowledge of a variety of office equipment, such as fax machines, photocopiers, scanners, and video conferencing and telephone systems. Candidate must be proficient with computers, and the Google suite of products, as to create spreadsheets, compose correspondence, manage databases; and create error free reports and documents. Ideal candidate should be familiar with minute taking accuracy; Arizona Open Meeting Law; Robert’s Rules of Order and the mission and vision of First Things First.
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
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.