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ROW - Real Estate Administrative Assistant 3

  • 498579
  • PHOENIX
  • LAND DEPARTMENT
  • Full-time

LAND DEPARTMENT

Since its inception in 1912, the Arizona State Land Department has been entrusted with managing approximately 9.2 million acres of State Trust lands scattered throughout Arizona. The Common Schools (K-12) are the largest beneficiary entitled to approximately 87% of the land and receiving close to 90% of State Trust Land revenues. Through the application of sound stewardship, and effective business management principles, the Land Department can succeed in its mission of responsibly managing the assets of a multi-generational perpetual Trust in alignment with the interests of the beneficiaries and Arizona’s future. Are you ready to join us in our mission?
Please apply today!
For general information, visit our website: www.azland.gov
1616 West Adams Phoenix, AZ 85007

ROW-Real Estate Administrative Assistant 3

LAND DEPARTMENT

Job Location:

Address:  1616 West Adams Phoenix, AZ 85007

Posting Details:

Salary: $18-$20 Per Hour 

Grade: 17

Closing Date: Open Until Business Needs Are Met

Job Summary:

Under the guidance of the Rights of Way Section Manager, the Administrative Assistant provides administrative support to the Rights of Way and Real Estate Commercial sections - preparing a variety of complex documents, including section reports, recommendation sheets, notices of appraisal, and comment letters. The incumbent is responsible for performing a variety of complex and time sensitive administrative duties to assist the section staff of professional real estate and rights of way administrators as well as the section managers with a large volume of real estate-related transactions and activities. The position must also complete accurate and timely maintenance of legal records/files as well as effectively screen/handle a variety of calls and visitors.

SUMMARY OF RESPONSIBILITIES:
• Accurate and timely preparation of a variety of documents, including leases, etc.; Accurate and timely maintenance of division records and files; Screening/handling of division calls and visitors; Drafting correspondence and section reports (on a variety of subjects requiring knowledge of the land disposition process;
• Prepare packets for Board of Appeals and meetings as well as facilitating those meetings;
• Serve as back up support for packet preparation, and meeting facilitation, for ASAP meetings;
• Schedule appointments and make arrangements for division related meetings; Other related office administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing files. Providing back up support to Commissioner office reception as needed.
• Respond to all phone, e-mail, and written inquiries regarding policies and procedures for commercial sales and leasing applications;
• Apply the principles, theories, and concepts of the Arizona Management System; actively participating in daily group huddles and huddle board updates; continually identifying areas for process and quality improvement; adhering to established standard work and procedures.
• All other relevant duties as assigned

Job Duties:

Accurate and timely preparation of a variety of documents, including leases, etc.; Accurate and timely maintenance of division records and files; Screening/handling of division calls and visitors; Drafting correspondence and section reports (on a variety of subjects requiring knowledge of the land disposition process. (20%)

Prepare packets for Board of Appeals and meetings as well as facilitating those meetings. (15%)

Serve as back up support for packet preparation, and meeting facilitation, for ASAP meetings. (15%)

Schedule appointments and make arrangements for division related meetings; Other related office administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing files. Providing back up support to Commissioner office reception as needed. (15%)

Respond to all phone, e-mail, and written inquiries regarding policies and procedures for commercial sales and leasing applications. (15%)

Apply the principles, theories, and concepts of the Arizona Management System; actively participating in daily group huddles and huddle board updates; continually identifying areas for process and quality improvement; adhering to established standard work and procedures. (15%)

Other duties as assigned as related to the position. (5%)

Knowledge, Skills & Abilities (KSAs):

Knowledge
• Knowledge of principles and practices of commercial real estate sales analysis and disposition.
• Knowledge of principles of project management and coordination.
• Knowledge of construction, evaluation and execution of lease, easement, and sales contracts.
• Knowledge of principles and practices of land use planning and management, and the associated laws, rules and regulations.
• Knowledge of the methods and documents required for the acquisition of land.

Skills
• Advanced skills in verbal and written communication.
• Skills in locating and selecting the most appropriate guidelines for numerous and variable circumstances.
• Advanced organizational skills in coordinating activities and efforts of land disposition agents.
• Negotiation skills to obtain support, cooperation, and timely action or change from involved parties.
• Skill to establish and assess program objectives and performance goals.
• Skill to establish and maintain effective working relationships with various levels of government and business officials as well as the public.

Abilities
• Ability to compose correspondence and documentation according to Department policy and procedures;
• Ability to gather and summarize data for reports;
• Ability to filter large amounts of complex information and determine what needs to be brought to the attention of the professional section staff;
• Ability to successfully plan and direct a variety of administrative functions;
• Ability to perform problem solving analysis;
• Ability to establish and maintain positive, effective interpersonal relations;
• Ability to establish performance goals and assess progress toward their achievement;
• Ability to write reports, maintain records, and manage multiple tasks concurrently;
• Ability to read and interpret legal descriptions;
• Ability to exercise appropriate personal judgment within the guidelines of recognized laws, rules, procedures, and policies affecting the overall management of State Trust lands.

Selective Preference(s):

Some college course work. A minimum of 4 years of professional level administrative support. A minimum of 1 year of experience working in a real estate office environment. A minimum of 2 years’ experience processing real estate documents or other complex contracts,

Pre-Employment Requirements:

● Prior or after interviewing, candidates may be subject to a pre-employment skills assessment.
● Requires 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 required driver training. (refer to Arizona Administrative Code R2-10-207.12.)

Benefits:

● Sick leave
● Vacation with 10 paid holidays per year
● Health and dental insurance
● Retirement plan
● Life insurance and long-term disability insurance.
● Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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

Retirement:

● Positions in this classification participate in the Arizona State Retirement System (ASRS).
● Participation is a mandatory condition of employment for all employees who meet the eligibility and membership criteria as defined in statute.
● Enrollment eligibility will become effective after 27 weeks of employment
● The current contribution rate is 12.41%

Contact Us:

If you have trouble applying for this position, please email HRIShelpdesk@azdoa.gov for assistance.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting AZSLD Human Resources at 602-542-2629. 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.

Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.