CONSTRUCTION AND FACILITIES MAINTENANCE ADMINISTRATIVE ASSISTANT 3

DEPT OF EMERGENCY AND MILITARY AFFAIRS

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions. CONSTRUCTION AND FACILITIES MAINTENANCE ADMINISTRATIVE ASSISTANT 3 Job Location: Papago Park Military Reservation (PPMR), Phoenix, AZ Posting Details Salary: Up to $21.5021 per hour (DOE) Grade: 17 Closing Date: July 15, 2026 Job Summary The Construction and Facilities Maintenance Administrative Assistant 3 provides administrative and office support actions for the Arizona Army National Guard (AZNG) Construction and Facilities Management Officer (CFMO) and Deputy. Responsibilities include managing calendars, making travel plans, meeting and event arrangements. Provides a Point of Contact for scheduling the use of the two primary Conference Rooms at CFMO. Acts as the first point of contact for guests and visitors of the CFMO; provides customer service to internal and external customers. Facilitates in‑processing of new CFMO employees. Responsible for reviewing, processing, or requesting HR paperwork and documents (i.e. Personnel Action forms and Position Description updates). Assists existing and new hire personnel in acquiring a Common Access Card and completing their IA training. Manages State equipment to include regular inventories and manages Federal equipment as necessary. Job Duties Prioritizes and tracks time‑sensitive events and assignments to ensure timely completion. Establishes, updates and maintains manual and automated filing systems to store and track records/information. Identifies administrative or personnel problems and analyzes alternatives and develops viable recommendations to the CFMO/Deputy CFMO/Chief of Staff (CoS). Safeguards confidential and sensitive information. Provides administrative support to CFMO, Deputy CFMO and CFMO CoS. Maintains calendars and appointments for the CFMO. Schedules, coordinates and prepares meeting spaces, including virtual meeting set‑ups. Prepares correspondence in accordance with military regulations and State guidelines. Takes and prepares meeting minutes as required. Acts as liaison for new employees; providing them checklists and directions to properly in‑process (include CAC, computer access, etc.). Serves as the primary contact for the CFMO; greets and directs any visitors to the appropriate person or meeting at the FMO. Independently makes decisions when required and exercises initiative within the administrative realm. Performs detailed work with a high degree of accuracy and works within stringent deadlines. Coordinates meetings with CFMO department supervisors, consolidates and prints monthly SITREPS for CFMO, and prepares agenda for weekly updates. Primary point of contact for any questions related to HR documents (i.e. 303s and Position Descriptions) within the FMO section statewide. Presents questions to HRO for appropriate determination and response as requested by the CFMO, Deputy CFMO or CFMO CoS. Maintains an up‑to‑date CFMO Organizational chart (hard copy and on the lobby wall). Assists other CFMO employees, existing and new hire, with the acquisition of their CAC. Helps with IT problems, Desk Phone problems and Cell phone acquisition or service problems. Proofreads and corrects administrative documents as needed for review/signature of CFMO. Ensures military documents are crafted in accordance with AR 25‑50. Knowledge, Skills & Abilities (KSAs) Knowledge of Management, administrative practices and operating procedures. Advanced level of computer applications for word processing, spreadsheets, publishing software and presentations. Principles, concepts and current practices in Arizona government and military organization as they apply to administrative and HR field. Skilled in Written and verbal communication. Customer service and interpersonal relationships with civilians, military and government representatives. Composing, editing and proofreading a variety of correspondence, reports or forms. Establishing and maintaining effective working relationships with those contacted on a daily basis. Problem analysis and resolution with a consideration of proper time utilization. Skilled in the use of computers including MS Office products to include Word, Excel, PowerPoint, Outlook and Visio. Ability to Written and verbal communication. Customer service and interpersonal relationships with civilians, military and government representatives. Composing, editing and proofreading a variety of correspondence, reports or forms. Establishing and maintaining effective working relationships with those contacted on a daily basis. Problem analysis and resolution with a consideration of proper time utilization. Skilled in the use of computers including MS Office products to include Word, Excel, PowerPoint, Outlook and Visio. Selective Preference(s) Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described. The preferred candidate will possess military experience. Pre‑Employment Requirements 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 required driver training. In and out of state travel required. Criminal background investigation required and ability to achieve a favorable Tier 1 investigation for obtaining a Common Access Card (CAC) within one year of hire. Requires three (3) years of increasingly difficult and responsible experience involving the use of personal computers and database software or any combination of increasingly difficult and responsible experience involving the use of personal computers and database software and/or related education from an accredited college or university to total three (3) years. 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 Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page. Retirement Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS). Contact Us If you have any questions, please feel free to contact View email address on click.appcast.io. ADA/EEO Employer The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer. #J-18808-Ljbffr Arizona State Government