Administrative Assistant 1

Administrative Assistant 1

Job Location: Post-Permanency Support Office, 4201 S Santa Rita Ave, Tucson, AZ

Salary: $15.4500 HRLY / $32,136.00

Job Summary: This position is the only secretarial position to support a unit consisting of 1 supervisor and 7 case managers. This is a busy, high caseload volume unit, which services Pima, Pinal, as well as 5 other Southern counties for the Post-Permanency Supports Program. This receptionist/clerical position provides a public-facing assistant to the calls received and the walk-in clients as well. There are data entry tasks expected as well as monitoring and contact with field case managers regarding guardianship subsidy applications. This person receives and distributes the US mail, scanning items and uploading when appropriate.

Job Duties:

• Receiving and inputting into the database new applications for guardianship and adoption subsidy for the Tucson Subsidy office. Assuring that contact information is correct and contact applicants if needed to verify information. For Guardianship Subsidy, mails introductory letter to guardians.
• Receives annual reviews, checks contact information for changes, informs case managers when family is licensed foster parent, processes changes in Guardian system, inputs changes and received date into database. Scans Annual Reviews to case managers. Assists Case Managers who are teleworking with items needed to be printed and mailed.
• Stamps outgoing mail with postage, collects incoming mail and dates stamps it before scanning to case managers. Assists case managers in bulk mailing of letters to families as well as sending "Welcome Packets" to new families. Monitors postage funds.
• Answers incoming calls, faxes, emails and walk-in customers, makes referrals to subsidy specialists, or assists with receipt of documents or provides forms to clients as needed, allowing Subsidy Specialists to focus on other tasks. Notates in Guardian System when providing forms to families.
• Monitors two lists from Guardian system in an effort 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. Constructs detailed emails to field specialists containing instructions on needed actions to remedy off-track applications. For applications coming from third party (non- DCS ) agencies, creates the guardianship subsidy application in the Guardian system, attaching needed artifacts and communicating to supervisor needed assignment.
• Monitors Subsidy Email In Box distributing emails to management and subsidy specialists from the Governor's Ombudsman's Office and others. Updates calendars in the office including large In Day calendar. Monitors supply inventory, needed forms and provides support to supervisor with office management duties. Processes incoming and outgoing transfer cases for internal and external transfers.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs): 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 required in order to perform support functions for this program

Skills in:

• Oral and written communication
• Customer service
• Computer skills including Adobe, 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 the 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. 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

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.