This position provides work of specialized and complex administrative expertise to the Office of Nutrition, Breastfeeding, and Training Services (NBTS) on related work assignments. The position provides support in complex work in such areas as review and quality control of local agency grant proposals. Develops and maintains CERs (Contractor Expenditure Reports) and budget templates worksheets. Assists in the preparation of funding proposals and grant applications. Creates and maintains tracking systems for grant applications and CER invoice processing.
This position provides support to the NBTS team. Serves as the point person for coordination, setup, and hosting of WIC training, webinars, meetings, and conferences. Plans, coordinates, hosts, evaluates meeting and conference events. Reviews and assesses NBTS office travel requests and claim submissions. Assists in management and oversight of video teleconferencing program accounts and serve as the initial point of contact for troubleshooting issues. Provides orientation to staff regarding mandatory employee training and Department/Bureau policies and procedures; and coordinates resources within the Department and Bureau.
Additionally, the position serves as backup support for Bureau requests for printing, and assists in ensuring continuous phone coverage for the Bureau. The position may be required to represent the Department at meetings and prepare a variety of technical and administrative reports. The position may also perform other duties as assigned. This position is required to perform work at/attend meetings at alternate locations and/or travel when necessary.
- Develops and maintains CERs (Contractor Expenditure Reports) and budget templates worksheets. Assists in the preparation of funding proposals and grant applications. Creates and maintains tracking systems for grant applications and CER invoice processing.
- Responsible for supporting the NBTS Bureau by planning, preparing, and executing conferences; composing and distributing correspondence; recording and distributing meeting minutes; coordinating activities and distributing information to other departments, agencies, and communities.
- Provide administrative support and coordination of projects for nutrition services, breastfeeding, and training teams such as special projects, grant applications, requests for proposals, printing and order requests, etc.
- Serves as the primary administrator for the video teleconferencing program accounts. Duties include monitoring of application access by users, granting/removing user access, provides training and customer service to the local agency and ADHS staff, troubleshoots problems, monitors and works to correct system errors, and provides reports on application status to ADHS management.
- Responsible for coordinating the training of team members in administrative protocols, maintains appropriate working environments including but not limited to: computer, printer, phone issues, and coordination of/access to other department resources.
- Assists in administrative support for Google Workspace. Duties include providing basic training of Google tools and applications, troubleshooting, etc.
- Responsible for review and routing of travel requests/claims for team members. Serves as correspondence support for daily phone calls from the public and backup for front desk duties as needed for the Bureau.
- USDA federal regulations related to work.
- Principles and practices of administration and management.
- Agency and program rules and policies.
- Regulations and operating procedures.
- Computers, other office equipment, and computer software such as Microsoft Office.
- Performance Management (PM), and Continuous Quality Improvement (CQI), and Lean methodologies.
- Considerable skill in computer software such as Microsoft Office, Publisher as well as other software programs.
- Excellent skill in oral and written communication and customer service.
- Detail-oriented with the ability to plan, analyze, initiate and coordinate activities and prioritize workload with minimal supervision.
- Problem solve and develop effective operating procedures.
- Take meeting minutes.
- Critical thinking.
- Work independently, think and adjust to priorities and be flexible.
- Meet deadlines on short time frames.
- Listen and identify important issues to record in meeting minutes.
- Work with a wide variety of personalities.
- Learn new information.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.
Bachelor's degree in public health services or a related field with 2 years of work experience. 5 years of work-related experience may be considered in lieu of a degree.
Bilingual preferred at a minimum, the ability to understand and to make one's self-understood to all English/Spanish speaking individuals.
Employees who drive on state business require possession of and the 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 checks, must maintain acceptable driving records, and must complete any driver training (See Arizona Administrative Code R2-10-207.11).
The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award-winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will make a contribution to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27 week wait period for contributions to begin.
Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.
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.