Administrative Assistant 3

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: A thriving Arizona.
DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life.

Division of Benefits and Medical Eligibility (DBME)
Family Assistance Administration (FAA)
Address: 1701 North 4th Street, Flagstaff, Arizona 86004

Salary: $16.9387/hourly

Grade: 17

Closing Date: April 5, 2024

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork, To
The Division of Benefits and Medical Eligibility (DBME) is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3.
Under the direction of the Regional Program Manager, this position performs work as required and deemed necessary to support the region. This position applies detailed knowledge of the agency's organization, policies and personnel, and day to day problem-solving. This position works independently with general instructions on a variety of projects while using word and data processing equipment and other automated office equipment.

Essential Duties and Responsibilities include but are not limited to:

• Supporting the region in meeting performance goals and objectives
• Building professional relationships to meet the business needs of the region.
• Communicate with other Division, Agencies, and outside entities.
• Researching for and serving on special projects
• Monitoring, preparing spreadsheets, and updating reports.
• Responding to all action items and monitoring and tracking items that go to the central office.
• Preparing meeting agendas, and meeting minutes, following up with meeting participants
• Coordinating state vehicle maintenance and inspections
• Coordinating and tracking training and travel arrangements
• Maintaining inventory and ordering supplies
  

Knowledge Of:

• Standard administrative office practices and procedures
• Office and database management; capable of using personal computer and related software applications proficiently.
• Performing technical, complex, and difficult administrative work using independent judgment.
• Overseeing multiple projects/assignments, setting priorities, and meeting deadlines; Following up on assignments with minimum direction.
• Explain policies, procedures, and general knowledge of the immediate unit and the Division to internal and external customers.
• Gather and summarize data for reports.
• Compose/create/maintain various spreadsheet reports and correspondence with appropriate consideration of relevant policy and procedures.

Skills In:

• Keyboarding and the use of Microsoft Office programs, including Word, Excel, and Outlook.
• Google tools to include Google documents and Google sheets.
• Inter-/Intranet and telephone operation.
• Perform a full range of administrative functions required by administrators in a responsible and confidential manner.
• Handle detailed work with accuracy and speed.

Ability To:

• Respond to internal and external customers with tact, diplomacy, accuracy, and appropriate and timely information.
• Plan, coordinate, analyze, and establish priorities; develop efficient operating procedures.
• Communicate administrator's instructions accurately and timely.
• Create, maintain, and complete special projects, reports, and correspondence with accuracy and timeliness.
• Schedule competing meetings/conferences with appropriate preparation and follow-up.
• Interact with other administrative departments or outside representatives.
  

The ideal candidate for this position will have:

• Experience in administrative support and dealing with multiple levels of management, preparing spreadsheets and summary reports.
• Meeting deadlines, excellent organizational skills, great oral and written communication service skills.
• Knowledge of computer-based systems; task and detailed oriented.
• Bilingual
  

• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirement apply: Driver's License Requirements.
• 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.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-up to 12 weeks per year paid leave for newborn or newly placed foster/adopted child (pilot program)
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible scheduled to create a work/life balance

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability program after a 27-week waiting period. The ASRS defined benefit plan provides for a 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.

For questions about this career opportunity, please contact Angelina Clerry at 928-637-0963 or AngelinaClerry@azdes.gov.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Angelina Clerry at 928-637-0963 or at AngelinaClerry@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.