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ADMINISTRATIVE ASSISTANT III

  • 511660
  • FLAGSTAFF
  • DEPT OF VETERAN SERVICES
  • Full-time

DEPT OF VETERAN SERVICES

For Veterans and those who care for them.

ADMINISTRATIVE ASSISTANT III

Job Location:

Address: 2100 N. Gemini Rd., Flagstaff, AZ 86004  

Posting Details:

Salary: $16.50 - $19.80 (DOE) 

Grade: 17

Closing Date: 

Job Summary:

In this position the ideal candidate will perform a diverse and complex administrative support functions for the Administrator and the Director of Nursing of the Arizona State Veteran Home - Flagstaff. Assists the Administrator and the Director of Nursing in preparing for and managing regulatory surveys. Prepares a variety of reports and correspondence. Manages office supply orders. Coordinates the conference room calendar. Performs a variety of other tasks for the Administrator and Director of Nursing, including research and special projects. Coordinates work between the various departments within the facility and with various external organizations. Works with special groups on specific tasks and report preparation. Attends meetings, takes and prepares minutes. Assists in the recruitment process of department heads as well as nursing staff. Handles sensitive issues tactfully and discretely. Maintains confidentiality. Learns, implements and monitors Arizona Management System (AMS) methods. Incorporates a cultural focus on Veteran/Member-centered care in the performance of job duties.

Job Duties:
  • Coordinates and completes a wide variety of administrative support and secretarial functions, anticipating the needs of the Administrator and the Director of Nursing. Interacts and coordinates matters with stakeholders. Handles sensitive issues tactfully and discretely. Maintains confidentiality.
  • Composes responses to routine correspondence. Develops and maintains a form letter to be used for routine correspondence. Prepares confidential correspondence and handles other confidential matters. Prepares a variety of reports. Creates and maintains administrative file systems and records. Maintains policies and Maintains records for survey purposes. Prepares agendas, attends meetings, take and transcribe minutes.
  • Conducts research and completes special projects to support the direct reports of the Administrator. Orders office supplies and other items according to state procurement rules and agency policies and procedures.
  • Assists in the recruitment process of the department heads for the Administrator and assists the Director of Nursing with the recruitment of nursing staff. Schedules interviews, conducts reference checks/employment history verifications, and prepares hiring packets.
  • Utilizes AMS concepts and tools for problem solving and continuous work/process improvements. Actively participates in AMS processes such as Huddle Boards, Problem Solving, Job Breakdown Sheets, Success Tracking and Standardize work. Fully participates in the Quality Assurance and Performance Improvement (QAPI) which incorporates AMS.
  • Maintains appointment calendar for the Administrator and the Director of Nursing. Schedules conference rooms for internal and external use. Coordinates training sessions and administrative meetings. Completes special projects as assigned by the Administrator of the Director of Nursing.
  • Receives and routes correspondence to appropriate staff for action. Maintains a filing system to ensure that responses meet established deadlines. Answers telephones, takes messages. Responds to routine inquiries and requests.
Knowledge, Skills & Abilities (KSAs):

Knowledge of:

  • Agency and its context within state government
  • Rules, policies, procedures of section and work unit
  • Personnel Rules
  • Complex secretarial functions
  • Data gathering and summarization methods and techniques
  • Project management
  • Report preparation
  • Problem-solving techniques
  • Appropriate channels of communication with community members
  • Appropriate safeguards for protecting confidential data
  • Business English, spelling and basic math
  • Administrative-level correspondence requirements in a political environment
  • Computer software and programs

Skills in:

  • Verbal and written communication
  • Interpersonal skills
  • Customer service
  • Research skills
  • Problem-solving
  • Organization and time management
  • Attention to detail
  • Computer skills
  • Record keeping

Ability to:

  • Anticipate the needs of the Administrator and the Director of Nursing
  • Adjust to the particular work style of the Administrator and the Director of Nursing
  • Prioritize business items for the attention of the Administrator and the Director of Nursing
  • Establish and maintain effective interpersonal relationships with individuals at various organizational levels, lawmakers and other dignitaries contacting the Administrator's Office and the public in general
  • Facilitate intra-agency, inter- agency and agency-external communications
  • Set up and maintain files
  • Coordinate and schedule meetings
  • Take and transcribe minutes
  • Prepare a variety of correspondences, logs, reports, presentations etc.
  • Maintain and protect confidentiality
Selective Preference(s):
  • Previous experience providing administrative support to an executive leader.
Pre-Employment Requirements:
  • Position requires driving.
  • Valid Arizona Driver's License is required.
  • Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any driver training.
  • This position is subject to the vaccination requirements outlined in CMS Interim Final Rule - Medicare and Medicaid Programs; Omnibus COVID-19 Health Care Staff Vaccination (published November 5, 2021) (86 FR 61555)
  • Current Negative Tb skin test (Mantoux skin test) within the last 6 months or a written statement from a physician, physician’s assistant or a registered nurse practitioner indicating freedom from tuberculosis, if in the past has had a positive skin test or tuberculosis
Benefits:

The Arizona Department of Administration offers a comprehensive benefits package to include:


• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Referral Incentives available for qualifying positions
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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, enrollment eligibility will become effective after 27 weeks of employment
Contact Us:
  • If you have any questions please feel free to contact Human Resources at recruiting@azdvs.gov and 602.781.7032 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.