ADMINISTRATIVE ASSISTANT Job at State of Arizona – 3.5 Tucson, AZ
The Department of Economic Security Division of Developmental Disabilities is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3. This position provides high-level administrative support services to the Network Area Manager within the DDD. This position has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. With minimal direction, receives and screens incoming correspondence and telephone contacts directed to the Manager in a professional manner and uses sound judgment in determining the course of action. As necessary, conducts research including conferring with supervisor, Division staff, people from community agencies, organizations, and businesses to resolve issues or provides complete and timely responses. Provides verbal and/or written status reports to the manager on external as well as internal issues. Composes letters, memos, and emails on behalf of the manager; develops and maintains spreadsheets, databases, and/or tracking systems to manage project assignments requested by the manager; coordinates, facilitates, and attends various meetings to take, transcribe, and distribute minutes and follows up on assignments; maintains an automated calendar; maintains confidential files and information; and independently completes special projects.
Functions as office manager to ensure compliance with DES, DDD, and District policies and procedures, promote a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc.
- Independently composes letters and memos; prepares presentations; develops spreadsheets; maintains and enters information into databases in a timely & accurate manner; maintains & utilizes a tracking system for project management to ensure timely submission of internal and external assignments/work products.
- With minimal supervision, confers with supervisor, other Division staff, persons from community agencies, organizations, & businesses on a variety of subjects and issues. Answers and/or researches needed information from e-mail or phone calls from various staff or other entities requesting assistance, ensuring complete and timely responses; then reports on issues that are not resolved.
- Functions as office manager to ensure compliance with DES, DDD, and District policies and procedures, promote a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc.
- Independently coordinates facilitates, and attends various meetings, taking, transcribing, and distributing minutes. Maintains calendar for Manager sets up meetings as requested.
- Completes special projects as assigned by the manager.
- Other duties as assigned as related to the position.
Knowledge, Skills & Abilities (KSAs):
- Knowledge of principles and practices of administration and time management.
- Knowledge of principles and appropriate use of grammar, punctuation, and formatting various documents.
- Knowledge of methods for tracking complex work with critical timelines.
- Knowledge of basic program rules, regulations, and operations procedures.
- Skills in excellent phone skills.
- Skills in using computer software/programs, e.g., Microsoft Office Products, LAN applications such as FOCUS, or similar programming.
- Skills in oral and written communication.
- Skills in planning, organization, and time management.
- Ability to use independent judgment and work independently.
- Ability to think through problem situations and manage difficult phone calls.
- Ability to compose various documents with minimal supervision.
- Ability to multi-task and complete work within required timelines.
- Ability to take and produce meeting minutes.
- Ability to learn and apply the office procedures related to the Division.
- Ability to maintain confidentiality and professionalism at all times and through all work.
Three years responsible administrative experience; or a Bachelor’s degree in Business Administration, Public Administration, or a closely related field from an accredited college or university and two years responsible administrative experience; OR a Master’s degree in Business Administration, Public Administration, or a closely related field from an accredited college or university and or a or one-year responsible administrative experience. The ideal preferred candidate experience with Microsoft Office programs including Word, Excel, and Access.
Travel is 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 in accordance with DES Fleet Management- Safety Program policy and procedures (DES 1-07-26 & DES 1-07-26-01). 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.
We offer a competitive benefits package that is unmatched by the private sector and a culture that encourages team success and advocates for personal advancement.
- Affordable Health, Dental, Vision and Life and Disability Insurance
- 10 holidays per year
- Paid Vacation and Sick time off – start earning it your 1st day
- Eligible to participate in the Public Service Loan Forgiveness Program (must meet qualifications)
- Contribute to, and participate in the Arizona State Retirement System
- Ride Share and Public Transit Subsidy
- Career Advancement Opportunities
- Tuition reimbursement
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
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.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 480-253-6565.
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.
About the Company
Company: State of Arizona – 3.5
Company Location: Tucson, AZ