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ADMINISTRATIVE ASSISTANT II - Pascua Yaqui Tribe and Pima South Regions

  • 514660
  • Full-time


First Things First is an essential leader and partner in creating a family-centered, equitable, high-quality early childhood system that supports the development, well-being, health and education of all Arizona’s children, birth to age 5. Created by voter initiative in 2006, First Things First is governed by a state Board with 28 regional partnership councils. First Things First is a decentralized organization that engages diverse constituencies to accomplish its mission. Organizational values include a commitment to diversity, equity and inclusion; a focus on accountability, transparency, coordination and collaboration; and an emphasis on improving outcomes that will ensure young children start kindergarten healthy and ready to succeed in school and in life.


Pascua Yaqui Tribe and Pima South Regions

Job Location:

Address:   3610 North Prince Village Road, Suite 100, Tucson, Arizona 85719

Posting Details:

Salary: $33,550 - $39,600 

Grade: 15

Job Summary:

First Things First is currently seeking an Administrative Assistant II to work in the Pima County (Tucson) Regional Office located at 3610 North Prince Village Road, Suite 100, Tucson, Arizona 85719, with the opportunity for a hybrid work environment that may include working in the office and working remotely.

The Administrative Assistant II (AAII) position is a central coordinator for the regional office and serves as the administrative support to two regional directors serving the Pascua Yaqui Tribe and Pima South regions. A key function of this role is the active support of two regional partnership councils, each representing 11 volunteer members of the community, to ensure meetings comply with legal obligations established for First Things First. This position is an integral part of a team-based environment providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The AAII serves as an ambassador and trustworthy representative of First Things First, coordinating work with regional staff, regional council members and ensuring effective communication with internal colleagues and external community partners. This position also has the opportunity to work as an active and contributing member of multiple teams, including working professionally and effectively with other administrative assistants to develop increased efficiencies in administrative work.

Job Duties:

● General administrative responsibilities including purchase and monitoring of office supplies; develop and maintain email distribution lists; support regional office coverage, including at times, the opening and/or closing of the office, and oversight of office services such as janitorial services, maintenance of a state vehicle, etc.
● Schedule, coordinate and calendar meetings using video-based platforms such as Zoom and Google and in-person meetings that require adherence to Open Meeting Law procedures.
● Communicate using multiple modalities, including email, instant messaging, phone and text.
● Simultaneously handle multiple projects with time-sensitive deadlines on an ongoing basis.
● Traveling to communities within the regions and occasionally to other FTF offices and locations, including the Santa Cruz regional office in Rio Rico and central office in Phoenix.
● Regional Partnership Council duties include working in partnership with regional directors to support regional council meeting document preparation, including assistance with writing, editing documents, bundling of final documents using Adobe Acrobat Pro and ensuring documents are posted in alignment with Open Meeting Law procedures.
● Serve as a minute-taker and administrative support to regional directors during regional partnership council meetings held in the community or using a web-based video platform. In-person meetings include coordination of meeting location, setup and breakdown of the meeting.
● Record keeping aligned with record retention procedures, including paper and electronic maintenance of regional council meeting documents.
● Process and maintain applications and related paperwork using a web-based platform for volunteer regional council members and support the regional council member onboarding process. Maintain strict confidentiality of all information.
● Assist with the request for the grant application process in alignment with Arizona State Procurement procedures, including accepting request for grant application proposals from applicants, coordinating applicable meetings related to the confidential review process and assisting with the mailing and delivering applications.
● Coordinate, prepare and process travel-related activities and reimbursements for regional staff and regional council members.

Knowledge, Skills & Abilities (KSAs):

● At least two years of administrative experience working in a team environment; or a Bachelor’s degree from an accredited college or university in a relevant field with at least one year of administrative experience working in a team environment.
● Evidence of strong oral and written communication skills, including editing documents and demonstrating excellent writing skills. Experience in developing and maintaining email distribution lists.
● Possess strong, current computer skills in Adobe Acrobat Pro; Google Workspace (Docs, Sheets, Slides, Calendar, Chat, Gmail and Meets); and Microsoft Office (Word, Excel, PowerPoint and Publisher).
● Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
● Previous experience in offering exemplary customer service is strongly preferred. Experience in working with the communities.
● Experience with minute-taking and writing. Maintaining record retention of regional council meeting documents in accordance with Open Meeting Law is preferred. Knowledge of Arizona Open Meeting Law and experience working with a group of volunteers, board or council is preferred.
● Flexibility in work schedule such as an occasional meeting that occurs during evening and/or weekend hours and at times, office coverage. Must have reliable transportation and a valid driver’s license in good standing.


For a complete list of benefits provided by The State of Arizona, please visit our benefits page



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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.