The Administrative Assistant II is responsible for a variety of essential tasks that support efficiency within the Payment Processing Units (PPU). This position manages a high volume of incoming invoices received from contracted service providers and Guardian billing forms submitted by placement providers, such as foster families and group homes. In addition, this position serves as receptionist for PPU and the department, and serves as the first point of contact for any Department of Child Safety (DCS) visitor to this office. This requires that they be familiar with various processes such as Service of Process, Records Requests, Ombudsman's Complaints, etc.
- Manages inbox used by contracted service providers to submit invoices and supporting documentation electronically. Reviews invoices to ensure they are complete and meet the submittal criteria. Prints valid invoices for assignment to accounting specialists and moves supporting documentation to shared drive for accounting specialists to access. Communicates with providers regarding deficient invoices. Reviews Guardian
billing forms submitted by Placement Providers, date stamps/assigns those that are complete, and returns those that are missing required information. Tracks all Guardian billing forms that are returned to providers for correction. Opens, logs, date stamps, sorts, and distributes invoices/CHILDS billing forms.
- Greets walk-in customers. Accepts service of process for DCS or the DCS Director. Tracks receipt of all served documents and routes them to the legal unit. Manages PPU multi-line phone system. Researches Guardian to provide assistance to contracted service providers and placement providers. Researches claim status, assists customers with bond paperwork to have lost or stolen checks re-issued, and prepares Guardian billing
forms for mailing to providers. Researches invoice and billing document status and provides updates to providers.
- Orders and maintains office supply inventory, including special order items such as care paper used to print Guardian billing forms. Uses Arizona Procurement Portal to order and verify receipt of goods and services. Coordinates office equipment maintenance and repairs. Schedules services such as shred bin pick-up.
-Maintains all contract profiles in the PPU database used for assigning and tracking status of all invoices. Assigns to specialists, updates, and closes out invoices via the PPU Database. Processes foster parent licensing reports received from Office of Licensing & Regulation (OLR) which requires a high level of attention to detail to ensure accurate license information and provider services are entered in Guardian.
- Principles and practices relating to administrative office work
- Accounts payable office environment
- Customer service practices
- Office equipment operation
- Personal computer
- Financial documents relating to re-issuing warrants
- Time management
- Researching, evaluating and reconciliations
- Computer navigation
- Verbal and written communication
- Microsoft Office Suite
- Attention to detail
- Analyze and prioritize tasks
- Problem solve
- Assist customers
- Coordinate assignments
- Work under pressure
The ideal candidate will have one or more years working in an office environment and will be a notary public.
Must be Bi-lingual English/ Spanish. The ability to secure and maintain clearance from the DCS Central Registry.
As an employee of the Department of Child Safety you will be entitled to a comprehensive benefits package that can become effective as soon as two weeks after starting!
- Paid sick leave.
- Paid vacation that includes ten (10) holidays per year.
- Competitive health and dental insurance plans.
- Life insurance and long-term disability insurance.
We also offer optional employee benefits that include:
- Vision coverage.
- Short-term disability insurance.
- Deferred compensation plans.
- Supplemental life insurance.
- Employee wellness plans
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).
Enrollment eligibility will become effective after 27 weeks of employment.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-2903.
Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.
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.
Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.