Administrative Assistant 1

Department of Child Safety The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support. Administrative Assistant 1 Job Location: POST-PERMANENCY SUPPORT OFFICE 4201 S Santa Rita Ave Tucson, AZ Posting Details Salary: $15.45 HRLY / $32,136.00 Salary. Grade: 13. Closing Date: July 11, 2026. Job Summary This position is the only secretarial position to support a unit consisting of 1 supervisor (HSUS), 7 case managers (Human Services Specialist III) and one Claims Specialist. This is a very busy, high caseload volume unit, which services Pima, Pinal, as well as 5 other Southern counties for the Post‑Permanency Supports Program, formerly known as Adoption & Guardianship Subsidy. The receptionist/clerical position provides a public‑facing assistant to the calls received and the walk‑in clients as well. Data entry tasks are expected as well as monitoring and contact with field case managers regarding guardianship subsidy applications. The person receives and distributes US mail, scans items, and uploads when appropriate. Job Duties Receiving and inputting new applications for guardianship and adoption subsidy into the database at the Tucson Subsidy office; ensuring contact information is correct and contacting applicants if needed to verify information. For Guardianship Subsidy, mails introductory letter to guardians. Receiving annual reviews, checking contact information for changes, informing case managers when a family is licensed foster parent, processing changes in Guardian system, and inputting changes and received dates into the database. Scanning annual reviews to case managers. Assisting case managers who are teleworking with items needed to be printed and mailed. Stamping outgoing mail with postage, collecting incoming mail and stamping it before scanning to case managers. Assisting case managers in bulk mailing of letters to families as well as sending “Welcome Packets” to new families. Monitoring postage funds. Answering incoming calls, faxes, emails and walk‑in customers, making referrals to subsidy specialists, or assisting with receipt of documents or providing forms to clients as needed, allowing Subsidy Specialists to focus on other tasks. Notating in Guardian System when providing forms to families. Monitoring two lists from Guardian system to ensure that wayward Guardianship Subsidy applications are located and successfully submitted. This entails having knowledge of requirements for an acceptable application and how to navigate Guardian to ascertain where the application got side‑tracked. Constructing detailed emails to field specialists containing instructions on needed actions to remedy off‑track applications. For applications coming from third party (non‑DCS) agencies, creating the guardianship subsidy application in the Guardian system, attaching needed artifacts and communicating to supervisor needed assignment. Monitoring Subsidy Email In Box, distributing emails to management and subsidy specialists from the Governor’s Ombudsman's Office and others. Updating calendars, including large In‑Day calendar. Monitoring supply inventory, needed forms and providing support to supervisor with office management duties. Processing incoming and outgoing transfer cases for internal and external transfers. Other duties as assigned related to the position. Knowledge Of Department and guardianship and adoption subsidy program and eligibility parameters. Formatting business letters and e‑mail correspondence to the public and internal professionals. Overall subsidy system and application requirements necessary for performing support functions for this program. Skills In Oral and written communication. Customer service. Computer skills including Adobe and Microsoft Office. Typing. Workload management. Answering multiple phone lines. Letter writing. Ability To Prioritize tasks. Handle multiple important assignments at once. Seek assistance when needed. Follow through without direct supervision. Interact with internal and external customers. Selective Preference(s) Responsible experience in a position requiring skill in oral and written communication, initiative, judgment and independence in the performance of duties; or an Associate of Arts degree from an accredited college or university and one year of the required experience; or a Bachelor's degree from an accredited college or university. Pre‑Employment Requirements The ability to secure and maintain clearance from the DCS Central Registry. 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 requirements apply: Driver’s License Requirements. All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E‑Verify). Benefits The State of Arizona provides an excellent comprehensive benefits package including: Affordable medical, dental, life, and short‑term disability insurance plans. Top‑ranked retirement and long‑term disability plans. 10 paid holidays per year. Vacation time accrued at 4.00 hours bi‑weekly for the first 3 years. Sick time accrued at 3.42 hours bi‑weekly. Deferred compensation plan. Wellness plans. 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 Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment. Contact Us Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting View phone number on click.appcast.io or by email at View email address on click.appcast.io. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at View phone number on click.appcast.io or by email at View email address on click.appcast.io. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. #J-18808-Ljbffr