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EXECUTIVE ASSISTANT

  • 515066
  • PHOENIX
  • VARIOUS-STATEWIDE
  • DEPT OF ECONOMIC SECURITY
  • Full-time
  • Closing at: Feb 1 2023 at 23:55 MST

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

Division of Developmental Disabilities (DDD)

Job Location:

Address:  1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details:

Salary: $45,000.00-$52,000.00 

Grade: 19

Closing Date: 2/1/2023

Job Summary:

Would you like to be part of an amazing culture that helps Arizonans reach their full potential through providing services to support them? The Arizona Department of Economic Security (DES) is looking for individuals that are committed to service, community, and teamwork.

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

Job Duties:

• Works with Chief Operations Officer (COO) to develop and implement strategies to ensure efficient day-to-day operations. Provides administrative and technical assistance to COO, DAD, Program Administrators and staff regarding work plans and operational strategies including divisional goals, objectives, accountability, and quality related to various projects. Responds to inquiries from the public and private sector on COO's behalf.
• Acts as liaison for the Division with DES Director's Office & DDD Assistant Director's Office. Tracks and follows up on all assignments provided to Chief Operations Officer (COO). Receives, assesses, assigns, coordinates, tracks, and finalizes resolution/response with COO or assigned staff, and submits response as needed. Reviews and assesses project assignments providing COO with suggestions on coordination and assignment of staff.
• Attends meetings statewide with or for the COO and Division managers and/or their representatives. Meets with Federal, State, and local government officials, private agencies, and community groups. Take and produce minutes and prepare agendas. Perform in-depth research making recommended changes for a variety of topics and areas including federal and state policies, programs, other state operations, operating deficiencies, etc.
• Drafts various forms of correspondence from e-mails to formal correspondence for Chief Operations Office or Assistant Director/Director's Office signature. Initiates/prepares business reports, directives, formal recommendations, and solutions for resolution of problems as related to operations, policies, procedures, budget development, and strategic and organizational planning. Maintain electronic and hard copy files.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of creation, development, writing and editing of high-level business communications (i.e., letters, memos, email, and reports)
• Knowledge of standard office and administrative practices
• Knowledge of data gathering, summarization methods, and report preparation
• Skills in excellent oral and written communication skills including graphic presentation of information/data
• Skills in using Google Office Suit computer programs (i.e., Google Docs, Sheets, Slides, Forms, Gmail, Calendar, etc.,) and Microsoft Office products
• Skills in conducting research for a variety of projects
• Ability to coordinate and track projects/assignments from start to completion
• Ability to handle highly sensitive and confidential assignments and situations including legal or personnel related matters
• Ability to prioritize, adapt, multi-task and manage tasks and assignments
• Ability to work and act independently requiring self-initiative as well as work as part of a team

Selective Preference(s):

Combination of education and work experience showing three to five years of progressively higher-level executive or administrative responsibility with senior level management experience. Experience in state government preferred.

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
• The position will require the possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any driver training (see Arizona Administrative Code R2-10-207.12). Individuals may be required to use their personal motor vehicle.

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

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:

For questions about this career opportunity, please contact Kari Nagler at 480-536-2513 or email knagler@azdes.gov
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 480-536-2513.
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.