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EXECUTIVE ASSISTANT

  • 515043
  • PHOENIX
  • REMOTE OPTIONS
  • DEPT OF ECONOMIC SECURITY
  • Full-time

DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision that every child, adult, and family in Arizona will be safe and economically secure.

DES serves more than 3 million Arizonans. Our Mission is to make Arizona stronger by helping Arizonans reach their full potential through temporary assistance for those in need, and care for the vulnerable.

EXECUTIVE ASSISTANT

Office of the Director (OOD)

Job Location:

Address:  1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details:

Salary: $67,567-$77,000 

Grade: 22

Closing Date: Open Until Filled

This position may offer the ability to work remotely within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

Job Summary:

The Department of Economic Security, Office of the Director (OOD), is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. This position will serve as a key confidential advisor to the Director of the Department of Economic Security.

This position will work closely with the Director and will represent the Director with the authority to act on behalf of the Director. This position will provide administrative support and will work on projects assigned to the director. This position will be the primary point of contact and must be able to identify matters that require immediate attention and or confidentiality and independently take the appropriate course of action to resolve the situation. This position assigns work to managers and staff throughout the department and tracks and monitors the completion of these tasks.

The State of Arizona strives for a work culture that affords the flexibility, autonomy and trust. Across our many agencies, boards, commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices and in hoteling spaces. All work, including remote work, should be performed within Arizona, unless an exception is properly authorized in advance.

Job Duties:

• Works with the Director to resolve day to day sensitive and complex issues. Manages high level projects and assists with deployment of AMS projects; coordinates and conducts a variety of special projects such as tracking and implementing of events; conducts extensive and intensive research in support of project objectives writes detailed reports and documents; supervises other State personnel in carrying out project activities.
• Acts as a point of contact for the Director. Represents and acts on behalf of the Director on a variety of special issues assigned by the Director. Represents and speaks on behalf of the Director and responds to inquiries and/or directs inquiries to appropriate staff. Communicates with DES management on behalf of the Director and acts an agent between the Director, department management and staff.
• Prepares the Director for meetings through briefings and presentation preparation conducting research on a wide variety of issues. Prepares, edits, and reviews documents, reports, press releases, and correspondence for approval by the Director. Maintains the Director's calendar and phone, and reviews mail.
• Coordinates resources within the Director's Office and throughout the department. Assigns, monitors, and tracks assignments and/or projects assigned by the Director. Analyzes data to identify patterns and trends that can drive organizational improvements; works with performance metrics and establishes criteria for benchmark studies, development of policy and procedures for programs.
• Provides technical assistance and specific information on DES; attend events and meetings with other groups and agencies; coordinates activities with other organization units of the agency; tracks and reports activities in addition to preparing a variety of administrative reports on behalf of the Director; attends meetings and trainings relevant to area of assignment; travels on State business.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Principals and best practices of administration and management
• State government administrative process and procedures
• Data analytics in conducting research, data collection, synthesis and reporting
• Systems of program, partnering and consulting with customers of all levels
• Google Suite products, Microsoft Office, Word, PowerPoint, Vizio,
• Translating date trends into usable information for non-technical audiences

Skills In:
• Oral and written communications.
• Use of modern computer hardware and software packages
• Performing Excel v-look ups, pivots, and IF statements
• Communicating with and serving a diverse customer population
• Providing a high level of customer service
• Making informed decisions/recommendations
• Planning, prioritizing, and completing multiple tasks and maintaining a high degree of confidentiality
• Testing and troubleshooting of project elements in area of assignment
• Conducting research and in extracting, compiling, analyzing, evaluating, synthesizing and presenting information in support of project objectives

Ability to:
• Plan and organize
• Direct and delegate tasks
• Develop effective and efficient operation procedures
• Work effectively with a diverse group of people and maintain effective working relationships
• Work on multiple tasks simultaneously
• Prioritize competing tasks
• Take and follow directions
• Develop and implement new programs

Selective Preference(s):

Five years of professional administrative experience with three years working with senior-level executives.
PMP Certification

Pre-Employment Requirements:

• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record for the last 39 months including no DUI, suspension or revocations and less than 8 points on your license. If an Out of State Driver License was held within the last 39 months, a copy of your MVR (Motor Vehicle Record) is required prior to driving for State Business. Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.

Benefits:

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

- Career Advancement & Employee Development Opportunities
- Flexible schedules to create a work/life balance
- Tuition Reimbursement
- Participation in the Arizona State Retirement System (ASRS)
- 10 paid holidays per year
- Stipend Opportunities
- Infant at Work Program
- RideShare and Public Transit Subsidy
- Affordable Medical, Dental, and Vision
- Life and Disability Insurance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.


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

Retirement:

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates

Contact Us:

Apply through www.azstatejobs.gov. For questions about this career opportunity, please contact Jess Grover at (520) 235-3174 or jgrover@azdes.gov.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Jess Grover at jgrover@azdes.gov. 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.

The State of Arizona is an Equal Employment Opportunity Employer.