Administrative Assistant III

Arizona Mine Inspector

The Administrative/Receptionist is responsible for providing clerical and administrative support to ensure that internal and external customer services are provided in an effective and efficient manner. The position's main activities include greeting, assisting, and directing visitors and the general public; receiving, directing, and relaying telephone and fax messages; directing the general public to the appropriate staff member; opening and date stamping all general correspondences; maintaining the general filing systems and filing correspondences; maintaining an adequate inventory of office supplies; responding to public inquiries; and coordinating the repair and maintenance of office equipment.

Complies and inputs data into the database for the Inspections Program, ability to summarize data for the various reports; assists the Education and Training Program answering questions regarding the training schedule, forms, and inputting the date into the database; assists the Reclamation Department with general filing, correspondences, public meetings mailings, and processing the payment and performs some administrative assignments independently.

Administrative Assistant III Job Location: 1700 West Washington Street 4th Floor Phoenix, Arizona 85007 Posting Details: Hourly Pay Range: $15.34 $21.50 Grade: 17

Major Responsibilities/Essential Functions:

• Answer multi-telephone line. Answer all incoming phone calls to the agency from the public or business contacts. Responsible for greeting the public walk-ins and business contacts to assist with screens visitors with courtesy and tact.
• Responsible for inputting various reports throughout the month into the database program for the Inspection department. Will follow up with the inspector and/or mine operator for clarification of the report submitted. Responsible for creating the mine ID number for new customers in the inspection date base. Compose correspondence.
• Responsible for maintaining/ordering the office supplies, stationery and ink/toner for printer/copier machines. Responsible for checking front office equipment, to make sure the paper is filled, distribute faxes to the appropriate programs staff person and replace ink, as needed.
• Assist the Training programs with registering the customer and/or students for the MSHA training classes. Will provide class information dates, times and process the registration form.
• Responsible for creating the mine ID number for new customers in the inspection date base Compose correspondence on a wide variety of subjects.
• Responsible for sorting and distribute all incoming mail to appropriate staff. Date stamp and assist with creating files, mailings and coping correspondence for abandoned mine department.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of business English spelling, and mathematics; office policies and procedures sufficient to perform limited discretionary tasks; styles and formats of correspondence reports and memos; data gathering and summarization methods/techniques, and report preparation, techniques for screening incoming correspondence, visitors, and telephone calls; assignment follow-up and deadline monitoring.
• This position requires the individual to be able to speaks to individuals with courtesy and tact.
• Written correspondence, including style and formatting requirements.
• Intermediate office and clerical procedures.
• File maintenance.
• Communication skills verbally and in writing; handle detailed work with accuracy and speed perform standard administrative functions required by manager; gather and summarize date from reports for input, compose varied correspondence with appropriate consideration to relevant policies and procedures; respond to the public with tact, diplomacy and appropriate, timely.
• Skills to operate a computer and Microsoft office programs (Word, Excel, Access, Outlook and Filemaker); skills with researching information on the internet.
• Secretary procedures and practices; methods and procedures for researching files to obtain specific information.
• Collecting and formatting information according to general instructions.
• Using general office equipment.
• Typing letters.
• Ability dealing with the public using appropriate tact, resourcefulness and alertness follow-up and deadline monitoring.
• Ability to review a report and determine that all areas are filled in and completed.
• Ability to screen incoming correspondence, visitors, and telephone calls; assignment.
• Use various computer applications (i.e. Microsoft Word, Excel, Gmail Suite, etc).
• Ability to compose correspondence (letter, memo, email and/or fax).
• Deal with the public using appropriate tact and resourcefulness.
• Ability to research a database and update the files.
• Ability to enter and interpret forms for data entry.
• Ability to communicate verbally and in writing.
• Follow written and oral instructions.

Selective Preference(s): Preferred Education, Licensure, Certification:

• 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

Pre-Employment Requirements:

• Employees who drive on state business are subject to driver license record checks, required to maintain acceptable driving records and complete any required driver training (see Arizona Administrative Code R2-10-207.11).
• Requires possession of and ability to retain a current, valid state-issued driver license appropriate to the assignment.
• Class D License required 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.

Benefits:

• The State of Arizona offers a comprehensive benefits package to include: optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance; life insurance and long-term disability insurance; vacation plus 10 paid holidays per year; health and dental insurance; retirement plan; sick leave.
• 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).

Contact Us:

• If you have any questions, please feel free to contact Rachel Salazar at View email address on click.appcast.io for assistance.