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ADMINISTRATIVE ASSISTANT II

  • 506528
  • PHOENIX
  • REAL ESTATE DEPARTMENT
  • Full-time

ARIZONA DEPARTMENT OF REAL ESTATE 

Arizona Department of Real Estate
TEAM – “Together Everyone Achieves More”
The Department of Real Estate regulates the sale of subdivisions, unsubdivided lands, timeshares, condominiums, membership campgrounds, and cemeteries. It approves and monitors pre-licensing instruction, testing and continuing education courses. The Department also oversees the activities of licensees, investigates complaints against licensees and land developers, and participates in administrative hearings pertaining to their conduct.

ADMINISTRATIVE ASSISTANT II

Job Location:

100 North 15th Avenue, Suite 201

Phoenix, Arizona 85007

https://www.azre.gov  

Posting Details:

Annual Salary Range: $40,000 - $47,000

Grade: 15

This position will remain open until filled  

Job Summary:

*This position will need to provide essential support to the Business Services division and should be comfortable working in an office setting*

This position requires a strong proficiency in a variety of administrative tasks for the Department to include:

General duties include: filing, copying, extensive and accurate data entry, proficient phone skills focused on customer service responding to caller's needs, the ability to handle all Division mail received and sent, oversight of all office supplies, and general office equipment. Initial scanning and entry of all AP and AR. Will assist in procurement. Additionally, this position can create investigation files as needed, enters data into a proprietary data system, prepares a variety of correspondence; coordinates administrative matters between organizational units; provides backup support to the Chief of Staff/CFO.

Qualified candidates will have very strong proficiency in all Office Software/Programs , moderate to strong proficiency in Google, and a strong expertise in the use of all office equipment.

Job Duties:

• General office duties in support of multiple divisions, processing all incoming and outgoing mail; answering and responding to a high volume of calls and messages from the public and licensees. Primary to receive and fulfill 45 Law Book orders; maintain and inventory department supplies and assets. Back up for public record requests, and compliant review and bankruptcy collection management

• Initiate and input of all revenue receipts and accounts payable; prepare daily, weekly and monthly reports. Assist with Compliance Reviews and other financial reviews as directed

• Interact with Records Management / Iron Mountain as needed to coordinate box/records retrieval and completion of filing paperwork; scan files, including bookmarking and transmittal to appropriate division; and maintain records/logs of Records Management activity. Maintain current and accurate accounting of all offsite storage, requesting destruction when retention period is completed

• Assist with meeting preparation and meeting minutes for Quarterly Advisory Board and Education Advisory Committee meetings

• Maintain Department Fleet of three vehicles including a weekly review for damage, gas and daily maintenance scheduling

• Other duties as assigned as related to the position

Knowledge, Skills & Abilities (KSAs):

Knowledge:

• Knowledge of State Statute as it pertains to ADRE and public records

• Knowledge of Department and Division policies and procedures

Skill:

• Skill in customer service, oral and written communication skills, as well as the ability to analyze data/ complex information and convey it in a clear and concise manner

• Extensive use of Microsoft Office products (Word, Excel, Publisher and Outlook particularly), preferably through MS Office 2010 version

Ability:

• Ability to organize, prioritize and perform multiple tasks on a daily basis and work as a team player

• Ability to understand written and verbal instructions and complete assigned tasks accurately

• Ability to exercise good judgment in safeguarding confidential and sensitive information

• Ability to work within deadlines

Selective Preference(s):

• At least 2 years of progressively responsible experience as an Accounting Clerk and Customer Service Representative in a professional environment

• An Associate's degree or higher from an accredited college or university in business, public administration, or a related degree

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.

The State of Arizona is an Equal Employment Opportunity Employer.