Position is responsible for front desk/customer service skills, organizing and filing the Board's records, both electronic and physical; processing verifications, proctoring and organizing exams and completing special projects required of the Operations Team.
•Scan all processed documents and move them into the Online Google Drive (with exception of Enforcement Team documents and Licensing Grants); audit, organize the scanned physical files and ready them for archives. This will require scanning documents, moving documents, boxing documents, moving boxes, researching missing documents, and whatever else is required to organize the Board's records accurately and timely. Documents shall be prepared for archives (boxed) the day it is scanned. Physical documents should not be waiting to be scanned more than one week after the documents were made available for scanning. Scanned electronic documents should not be waiting to be moved to their designated electronic file for more than two weeks after scanning. Once four boxes are full and ready for archiving, they must be sent to Iron Mountain at the earliest convenience
•Process all received License Verifications. Verifications shall be completed within five working business days. When a verification is both received and completed, staff will communicate with the submitter as to the status of their verification. If a verification cannot be completed timely, staff will communicate with the submitter regarding any complications with the verification. Refunds for any verifications should be submitted within 30 days after receiving
•Front Desk Duties to include: keep front desk tidy and presentable, greeting and assisting walk in customers, answer all incoming calls & transfer accordingly, answer firm/branch questions, processing payments (to include some cash) for applications and firms, produce firm wall certificates, mail: receive, open, date stamp, log and distribute, process outgoing mail (folding, stuffing and metering) log payments (apps., firms, & renewals) process address changes, produce pocket cards, receipts, and duplicate wall certificates, collect the following forms and fees from on line portal: firm/branch, verification, PIR, & enforcement, produce go back letters, scanning forms to master file, and request refunds. Be responsible for Special Projects as assigned: Special project to include running a weekly firm report to close, purge and destroy all firms that have been expired for a year or longer, process returned mail on a weekly basis
•Organize and proctor all Board proctored exams; AZ LS Specific Exam, Geological Engineering Exam and ASBOG exams. This will require communicating between exam takers, Board staff, and national council staff, auditing ASBOG testing materials, preparing testing areas, grading AZ LS Specific Exams, reserving rooms for large groups of exam takers and whatever else is required
•Participate in any special projects required. This may include purging of files, updating the Board website firm and registrant searches, helping set up public meetings, etc
•Other duties assigned as related to the position
•Office equipment troubleshooting - Computers, Scanners, Printers, Card Printers, Phones, Fax, Folding Machines, Mailing Machines, Desks, Cabinets, etc
•General knowledge of government processes and procedures or similar administrative knowledge
•Using a windows based computer OS
•Computer software/application skills--Outlook, MS Office (Word, Excel, etc), Google Platform (Sheets, Docs, Gmail, Calendar, Google Meets, etc), Adobe Pro, Database (Salesforce, MS 356 CRM, MS Access) or like experience preferred
•Time Management skills
•Problem solving skills
•Able to thoroughly and timely complete tasks
•Able to learn new tasks and skills quickly
•Able to communicate orally and written
•Flexible in daily job function(s)
•Work with a diverse team
• Punctual and reliable
•Work with the public
•Able to multi-task
•Office work experience
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
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 that enrollment eligibility will become effective after 27 weeks of employment
If you have any questions, please feel free to contact Shawn McConnell at firstname.lastname@example.org 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.