This position is responsible for providing strategic, tactical, technical and administrative support to the Director. Specific duties include identifying/analyzing problems; managing the Agency Director's schedule specifically, and relaying guidance and action items from the Director with accuracy and attention to detail, functioning as the first impression for the Director for the public as well as staff; interacting and providing responses to queries from the Governor's Office, agency heads, legislators, stakeholders and the public. This is a full time on site position.
This position researches and maintains administrative/confidential files; gathers data and drafts correspondence for the Director's signature; reading/ proofreading all incoming correspondence to ensure appropriateness and accuracy for the Director's signature coordinating extensive travel arrangements, processing claims and reimbursement vouchers; scheduling meetings participating and facilitating meetings; working independently with little supervision; coordinating work and training of other administrative staff. You will also manage high-level correspondence and projects on behalf of the Director; assess and input high level data into specific systems and will exercise judgment in handling confidential information; produce presentations, letters and memoranda based on strategic input from the Director; conduct thorough research on specific environmental, political or operational matters.
• With little direction, quickly translate director’s message into a presentation, fact sheet, letter, memo, etc. Use Excel tools to manipulate data (sort, subtotal, conditional formatting, charts, etc.).
• Review performance and financial data, recognize trends, research variances contained therein, and communicate to Directors and Deputies. Scan external publications (Capitol Times, governing.com, etc.) and alert Director to important State government issues.
• Lead and execute Director’s Office projects of limited scope. Attend meetings on the Director’s behalf and provide complete but concise briefings. Reflect a strong, professional “first impression” of the Director’s Office.
• Manage a variety of administrative duties (scheduling, travel, correspondence, communications, etc.); protocol communication within government agencies and private sector; office protocol when coordinating meetings with high profile figures; appropriate levels of safeguarding/protecting/ releasing confidential public information; report writing, extensive working knowledge of Microsoft Office Suite.
• Capable of maintaining an aggressive schedule; a passion for learning; ability to see both at both the big picture and detailed perspective; an uncompromising commitment to excellence.
• Strong interpersonal communication skills; proper English and grammar usage; excellent writing and editing, analytical and problem-solving skills; office management; report writing; planning, research; organization and leadership; management and staff supervision principles and mentoring.
• Minimum of six years administrative experience with increasing responsibility with high level executives, e.g. Governor's Office, agency heads, legislators and private sector.
• Experience with Lean, Six Sigma, TQM, etc.
• Extensive background in office protocol, research, report writing, record keeping Experience in problem solving.
• Bachelor's Degree in Business Administration, Public Administration, or related field preferred.
• Extensive working knowledge of Microsoft Word, Excel, and PowerPoint; experience with Visio is a plus.
• A valid driver’s license is required.
Among the many benefits of a career with the State of Arizona, there are:
· 10 paid holidays per year
· Accrual of sick and annual leave beginning at 12 and 13 days per year respectively for full-time employees
· A top-ranked retirement program with lifetime pension benefits
· A robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability
· An incentivized commuter club and public transportation subsidy program
· We promote the importance of work/life balance by offering workplace flexibility
· We offer a variety of learning and career development opportunities
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
ASRS Lifetime Pension Benefits
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting HPO@azdeq.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.