DEPT OF HEALTH SERVICES

Address:  150 N. 18th Ave., Suite 500
    Phoenix, AZ 85007

Salary: $46,750 - $53,900 

Grade: 19

This position, under the general direction of the Office Resource Manager within the Office of Disease Integration & Services (ODIS), will provide administrative support to programs. Position duties include documentation of Program and Office meetings, directing incoming phone calls, and following office-wide financial protocols established by the Office Resource Manager. This position will obtain quotes for potential purchases, review invoices, and CERs, ensure appropriate supporting documentation, and route them to the Office Resource Manager for approval. The position will also assist all Office staff with special projects that require administrative services, including data collection, preparing basic administrative and financial reports, and assisting staff with travel itineraries. The position will also assist ODIS programs with contractor monitoring, create office and programmatic requisitions in APP, assist with inventory tracking and tagging, ordering of supportive software and resources needed by staff, and manage Pcard purchases and reconciliation under the direction of the Office Resource Manager, assist with staff onboarding and offboarding processes, and perform other roles and responsibilities as assigned.

-Review Cost Expenditure Reports and submit them to Office Resource Manager for final approval.
-Assists Office Resource Manager in developing policies and procedures related to financial services and other general budget activities.
-Consults with Office Resource Manager to develop solutions to administrative problems and procedures.
-Special projects that require basic administrative services and coordination

Knowledge of:
- Administration, planning, organizing, and directing fiscal management, budgetary preparation and control, organization, general business administrative services, and supervision.
- Applicable laws regarding the protection of patient health information.
- Business conventions/ standards for the formatting of official correspondence.
- Computer-based printing, written communication using grammatically correct language and proper format, time management, rules, procedures, and statutes.
- Principles and practices of administration and management;
- Agency and bureau program policy and procedures, regulations, and operating procedures;
- Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.

Skill in:
- Interpersonal skills such as working independently and as a team and interacting tactfully with staff and the public.
- Oral and written communications, interpersonal skills, working independently and as a team, and interacting tactfully with staff and the public.
- Requires problem-solving skills and knowledge of program and project planning.
- Requires experience with calendar management and G-Suite, Microsoft Office Suite (Word, Excel, and PowerPoint).

Ability to:
- Plan and organize projects;
provide assistance in the planning and administration of ODIS and services; develop and maintain spreadsheets; perform assigned tasks in a timely, responsive and accurate manner.
- Able to complete progressively complex job responsibilities.
- Establish priorities, develop effective operating procedures, review work carefully for completeness and accuracy, and collaborate on projects and tasks at the Office level.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Two years of responsible administrative experience equivalent to or above the Administrative Assistant III level in such fields as budget analysis, purchasing, accounting, data processing, or related administrative services work; a bachelor's degree in business or public administration from an accredited college or university may substitute for one year of the required experience.

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award-winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will make a contribution to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.