ADMINISTRATIVE ASSISTANT 3

Administrative Assistant 3

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3 to provide a high-level administrative support services to management within the DDD.

This position has a significant amount of public contact with administrators, parents, individuals, contracted providers, and stakeholders. With minimal direction, receives and screens incoming correspondence and telephone contacts directed to the manager in a professional manner and uses sound judgment in determining course of action.

Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Job Duties: Essential Duties and Responsibilities include but are not limited to:

• Conducts research including conferring with supervisor, Division staff, people from community agencies, organizations, and businesses to resolve issues or provides complete and timely responses. Provides verbal and/or written status reports to the manager on external as well as internal issues.
• Independently composes letters, memos, and emails on behalf of the manager; develops and maintains spreadsheets, data bases, and/or tracking systems to manage project assignments requested by the Manager; coordinates, facilitates, and attends various meetings to take, transcribe, and distribute minutes and follows up on assignments; maintains an automated calendar; maintains confidential files and information; and independently completes special projects.
• Functions as an office manager to ensure compliance with DES and DDD policies and procedures, promotes a professional and customer service environment, maintain office support coverage, and maintain office equipment and supplies, etc. Provides technical assistance and guidance on various topics and assignments.

Knowledge, Skills & Abilities (KSAs): Knowledge of:

• Principles and practices of administration and time management
• Appropriate use of grammar, punctuation, and formatting various documents
• Methods for tracking complex work with critical timelines

Skill in:

• Oral and written communication
• Planning, organization, and time management
• Using computer software programs, e.g., Microsoft Office and Google Suite Products

Ability to:

• Think through problem situations and manage difficult phone calls
• Compose various documents with minimal supervision
• Multitask and complete work within required timelines.

Selective Preference(s): The ideal candidate for this position will have:

• Possess 3 years responsible administrative experience; OR Bachelor's degree in a field appropriate to the assignment from an accredited college or university and two years responsible administrative experience; OR a Master's degree in a field appropriate to the assignment from an accredited college or university and one year responsible administrative experience.
• Bilingual (English and Spanish) preferred but not required.

Pre-Employment 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.
• 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 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
• Paid vacation and sick time
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities

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

Contact Us: Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Brenda Simpson at View phone number on click.appcast.io or by View email address on click.appcast.io. Requests should be made as early as possible to allow time to arrange the accommodation. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.