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Administrative Assistant II

  • 501994
  • PHOENIX
  • BOARD OF BARBERS
  • Full-time
  • Closing at: Oct 20 2021 at 23:55 MST

ARIZONA BOARD OF BARBERS

To preserve the public welfare and health through the development and enforcement of adequate sanitation procedures, rules, and laws governing barbers and barbering.

Administrative Assistant II

Job Location:

1740 W. Adams St, Suite 3011

Phoenix, AZ 85007

https://barberboard.az.gov
  

Posting Details:

Hourly Pay Rate: $17.06

Grade: 15

Closing Date: October 20, 2021

Job Summary:

This position is responsible for the day-to-day operation of the Board including assisting the public, issuance of licenses, interpretation of the laws, coordination of examinations, preparation of reports such as the budget and strategic plan, overseeing and preparing the accounting for the Board, composing correspondence, legal pleadings, preparing agenda and minutes for Board Meetings, and maintaining the database.

Job Duties:

Reports: Supports the Budget, Strategic Plan, Time-Frame Compliance Report, ITT Plan, Business Continuity Plan, all reports for agency level; meets with budget analysts and others to answer questions regarding the reports; Conducts establishment inspections, prepares supplemental documents if necessary; attends training sessions; and represents Board at meetings and budget hearings

Licensing: Determines the eligibility of applicants who apply for licenses or renewals and processes those licenses. Conducts establishment compliance inspections

Examinations: Arranges all barber examinations by scheduling the examinations, determines the completeness and validity of each application; notifies each applicant of the assigned date and time of the examination; prepares the supporting paperwork including letters, proctor's list of examinees, proctor's grading sheets and names tags; entering the grades for each examination; assigning a file number to each successful applicant and issuance of the subsequent license

Accounting: Prepare a record of all licenses printed or receipts issued for the deposit period; reconcile those records against the auditor's copy of the licenses or receipts; enter this data on the Board's Deposit Worksheet; reconcile the Board's Deposit Worksheet against the cash and checks to be deposited; prepare the deposit with State Treasurer and the deposit tickets to the bank; obtain the necessary signature for approval; forward the deposit with Treasurer and the deposit tickets to the bank or to the appropriate department; enters the data into the Board's accounting system; understands the AFIS accounting system, reconciles monthly reports between the Board's system and AFIS; has the authority to sign all accounting documents; coordinates the Board's accounting needs with GAO; checks the validity of any invoice; prepares payment of those invoices; maintains the Board's accounting system; obtain the necessary signature for approval; forward the documents with appropriate backup to the to the appropriate department; enters the data into the Board's accounting system; understands the AFIS accounting system, reconciles monthly reports between the Board's system and AFIS; has the authority to sign all accounting documents; coordinates the Board's accounting needs with GAO; maintains attendance records; prepares the Time Entry Forms; reconciles the attendance records with the Time Entry Forms; attaches any Leave Requests that are applicable; prepares the transmittal sheets; obtains the employee and supervisor signatures; forwards Time Entry Forms to the appropriate department; receives the payroll warrants and distributes them; enters the payroll data onto the Board's accounting system; and files the payroll records

Public Contact: Interacts with the public in person, on the telephone or through correspondence to assist them in applying for licenses, answering questions regarding the law as it applies to barbering, screening complaints and forwarding those complaints to an inspector

Legal: Prepares agendas, meeting notices and minutes of all Board meetings and hearings in a manner to ensure compliance with applicable State laws regarding timely notification and assists the Assistant Attorney General. Mails all notices, prepares Board members notebooks, schedules the meeting room and prepares the meeting room on the day of the meeting

Information Technology: Assist technology agencies with developing the database including selecting the criteria to be tracked, design tables, queries, forms and reports; program the database; work closely with the programmer when more advanced skills are needed; maintains the database by designing queries which assess the accuracy of the database; periodically perform those queries and implement any necessary corrections; designs forms for the Board and either typeset those forms in the office or send them to a printer; and recommends software

•Other duties as assigned as related to the position

Knowledge, Skills & Abilities (KSAs):

Knowledge:

•Developing queries in computer operating systems

•Google, Excel, Word, Access

•Computer operating systems

•Procurement procedures

•Laws governing barbers

•Accounting procedures

•Accounting systems

Skills:

•English composition

•Communication

•Alphabetizing

•Handwriting

•Keying

Abilities:

•Listen to the public and know how their situation meets those laws or what needs to be done to meet those laws

•Interact with the public – including those who do not speak English well

•Interpret laws to the public

•Work alone

•Prioritize

Pre-Employment Requirements:

•Employees who drive on state business are subject to driver license record checks, required to maintain acceptable driving records and complete any required driver training (see Arizona Administrative Code R2-10-207.11)

•Requires possession of and ability to retain a current, valid state-issued driver license appropriate to the assignment

Benefits:

The State of Arizona offers a comprehensive benefits package to include:

•Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

•Life insurance and long-term disability insurance

•Vacation plus 10 paid holidays per year

•Health and dental insurance

•Retirement plan

•Sick leave

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 that enrollment eligibility will become effective after 27 weeks of employment

Contact Us:

If you have any questions, please feel free to contact Shawn McConnell at staffing@azdoa.gov for assistance.

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.

Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.