ARIZONA BOARD OF FINGERPRINTING

1740 West Adams Street

Phoenix, Arizona 85007

Hourly: $13.4897 - $24.6671 

Grade: 15

Open Until Business Needs Are Met

Administrative Assistant 2 serves as the primary point of contact for clients, managing a high volume of calls and emails while providing detailed guidance on complex application processes, legal terminology, and compliance under Arizona Administrative Rules and State Statutes.

Key responsibilities include the accurate Salesforce data entry and organization of 400–500 monthly filings, tracking deficiency documents, and supporting administrative hearings through case file assembly and document management. Additionally, the role ensures seamless office operations by preparing application files for Board Member review and managing inventory and office supplies.

Client Communication & Application Guidance - Serve as the primary point of contact for a high volume of calls and emails. Provide detailed guidance to applicants navigating a complex process, clearly explaining procedural requirements, legal terminology, and compliance obligations under Arizona Administrative Rules and State Statutes.

Application Processing & Data Management - Perform accurate data entry of applications into the Salesforce database. Process and organize 400–500 filings and applications monthly, including tracking and cataloging deficiency documents and responding to inquiries via the Board’s shared mailbox.

Administrative Hearing & Board Support - Support administrative hearings by preparing and organizing materials, including photocopying, scanning, and assembling case files. Assemble complete application files for Board Member review to ensure streamlined decision-making processes.

Records Management & Filing - Manage the systematic processing of high-volume documentation. Responsibilities include the organization of 400–500 monthly filings, cataloging deficiency documents, and performing the scanning and photocopying necessary to maintain complete, accurate case and application files.

Office Operations & Supply Management - Maintain daily office operations through the proactive ordering and management of office supplies. Ensure the administrative environment is fully equipped to support the Board’s high-volume processing and communication needs.

Miscellaneous Administrative Support - Execute additional administrative duties as assigned to support Board functions. This includes providing flexible assistance with document preparation, filing, and office maintenance to ensure the department meets its regulatory and compliance goals.

Knowledge:

• Proficient in the Windows operating system

• Intermediate to advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Access (or comparable software programs)

• Applicants may be required to demonstrate competency; therefore, a minimum of intermediate-level skills is required

• Intermediate to advanced proficiency in Google Workspace (Gmail, Docs, Drive, Calendar, Meet, and related applications)

• Strong internet navigation skills, including online research and use of web-based databases and cloud platforms

• Familiarity with processes and terminology related to the criminal justice system is preferred, particularly for individuals with experience in law enforcement, courts, corrections, regulatory boards, or related agencies

Skills:

• Strong and accurate typing proficiency; candidates may be required to complete a skills assessment

• Solid administrative and clerical skills, including document preparation, records management, and professional correspondence

• Excellent organizational and time-management skills, with the ability to prioritize tasks, manage competing deadlines, and maintain accuracy in a high-volume work environment

Abilities:

• Demonstrate professionalism, courtesy, and respect in all interactions with clients, Board members, and colleagues

• As part of a small agency (currently six employees), the ability to contribute to a positive, team-oriented work environment is essential

• Effectively manage high-volume calls, including interactions with individuals who may be frustrated or challenging, while maintaining composure and a customer-service focus

• Work independently with minimal supervision, exercising sound judgment and initiative in completing assigned responsibilities

• Handle confidential and sensitive information, including criminal history records, with discretion, integrity, and strict adherence to privacy requirements

• Adapt readily to changes in procedures, workload, operational needs, and statutory or policy updates

• State law requires that all Board employees have a Level I fingerprint clearance card

• If you do not have one, the Board will pay for an application for the successful candidate

• However, individuals with criminal histories may be ineligible to receive a card or work for the Board

• Two years of administrative experience

The State of Arizona offers a comprehensive benefits package, including:

• 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

• Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• 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

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