ARIZONA EXPOSITION AND STATE FAIR BOARD

1826 West McDowell Road

Phoenix, AZ 85007

Salary: $22.00 - $27.66

Grade: 17

Open Until Business Needs Are Met

The Administrative Assistant III serves as the primary point of contact for the organization, providing high-level administrative, operational, and customer service support year-round and during fair operations.

This role manages front office functions, communications systems, supplies, and coordination across departments, while also supporting fair-specific programs, guest services, and staff supervision during peak event periods.

The Administrative Assistant III requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

• Provide general administrative assistance, including: Research projects as requested (e.g., vendor menus, RV rate comparisons), data entry and document management, laminating, folding, cutting, counting, and assembling materials, reviewing and proofreading website content for accuracy

• Coordinate the School Field Trip Program (and other similar programs), including: Managing form submissions, corresponding with registrants, sending confirmations, and coordinating early entry gate access with Admissions

• Serve as primary receptionist and first point of contact for incoming calls, visitors, and general event inquiries; route calls to appropriate departments and assist callers with website navigation

• Manage office supplies for all departments, including oversight of the Supply Room, coordinating monthly orders, generating purchase orders, and tracking inventory

• Maintain and update the shared staff calendar, administer CISCO phone systems, including display changes, new installs, relocations, and serve as liaison with AZNet

• Oversee the RV space rentals, including payment processing, permit issuance, and coordination with Operations for daily availability and occupancy

• Supervise Support Center Switchboard Crew during fair operations (2–3 employees), including scheduling, timesheets, and script management

• Manage incoming and outgoing mail and packages, including coordination with ADOA and internal distribution

• Serve as Point of Contact for S-1, including charged cell phone management and backpack drop-off/pick-up

• Maintains/updates the staff directory for both Fair and interim (agency contact phone, email)

• Manage switchboard operations, including phone coverage, scripts, and coordination

• Forward vendor and utility invoices (APS, FedEx, etc.) to Accounts Payable

• Compile and distribute Fair information for switchboard operators and staff

• Assist with internal coordination and operational logistics as assigned

• Assemble Guest Services binders and operational reference materials

• Coordinate phone orders and installations related to fair operations

• Serve as the Point of Contact for Hold Harmless forms

• Assist in collecting Certificates of Insurance (COIs)

• Track and disseminate interim event tickets to staff

• Maintain Lost & Found items

• Managing inventories

Knowledge of:

• Standard office administration practices and procedures, including front desk operations, records management, inventory control, and basic procurement processes

• Understanding of customer service principles, confidentiality requirements, and basic computer systems, including email, calendars, and office productivity software

• Working knowledge of multi-line phone systems and professional call-handling standards

• General knowledge of event operations, guest services, and public-facing environments

Skill in:

• Effective verbal and written communication; strong organizational and time-management skills; accurate data entry and record keeping; attention to detail; skilled at managing multiple priorities in a fast-paced environment

• Prioritizing tasks from multiple departments, providing administrative support, performing basic financial tracking, and supervising or coordinating temporary or seasonal staff

• Professional phone etiquette and problem-solving skills are required

• The use of standard office software applications

Ability to:

• Perform light physical tasks such as assembling materials and lifting office supplies, and the ability to work flexible schedules, including evenings, weekends, and extended hours during fair or event operations

• Interact professionally with the public, vendors, and staff; work independently and as part of a team; follow established policies and procedures; maintain confidentiality; and adapt to changing priorities

• Use of standard office software applications

• Work independently and take initiative

• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

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

• Sick leave

• Retirement plan

• Health and dental insurance

• Vacation with 10 paid holidays per year

• Life insurance and long-term disability insurance

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

• Learn more about the Paid Parental Leave pilot 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, enrollment eligibility will become effective after 27 weeks of employment

• If you have any questions, please feel free to contact Brian Westerberg at brian.westerberg@azdoa.gov