DEPT OF TRANSPORTATION

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Address: 2407 E. Navajo Road Holbrook AZ 86025

Salary: $42190.00 $52190.00

Grade: 17

Closing Date:

Under general supervision of the Maintenance Analyst 4 this position performs a variety of moderately difficult administrative financial and communication functions. Work assignmentsare varied change frequently and require considerable selfinitiative and being able to work in a team environment. Coordinates activities and administrative matters within two or moreMaintenance Units and between organizational units of one or more programs other government agencies and the public that have moderate impact on agency operations. Primarilyresponsible for tasks for the Maintenance Supervisors Superintendent and Maintenance Analyst 4. Provides customer service to ADOT employees and to the public in the Northeast District.Overtime during emergencies weather events and incident management activities on weekends nights and holidays may be required. Northeast District is a snow district and theAdministrative Assistant is assigned to various shifts to staff and dispatch the radio call 24 hours a day and seven days a week when needed for storm coverage. Occasional travel andovernight stay for meetings and training is required.

Purchase goods and services using State procurement and accounting systems. Conduct research to generate a variety of purchasing documents and modifyas needed. Ensures compliance with all State procurement laws rules regulations and policies. Receives goods and services determines appropriatedistribution amounts codes billings to correct funding source and submits documentation to accounts payable. Designated purchasing card holder.Researches outstanding accounts payable.

Assist in overseeing estimates of labor equipment material and contract expenditures for the supervisors to assist with forecasting budgets. Track reviewand monitor funds expended from the budget to assure to ensure current spending practices are compliant with State Procurement rules and agencyguidance and that at expenditures do not exceed available allocated funds.

Utilizes the maintenance management performance system (PeCos) for assigned Org including oversight of computer entry and work reporting analyzeswork reports for determination of accuracy of highway maintenance activities including materials costs equipment and equipment rental rates personnelcosts employee related expense and other operating costs. Track expenditures and inventories of materials and fixed assets.

Establish and maintain professional effective oral and written communications with vendors contractors municipalities local/public and other sections
within the state. Compose professional correspondence and presentations. Utilized word processing spreadsheet databases and presentation programs
including those in the Microsoft Office Suite and Google Documents.

Provide administrative support to maintenance supervisors and District management staff. Providing basic assistance for answering phones sorting any
incoming mail inputting facilities work orders or ITG/Service desk work orders for multiple District offices. Manage and Maintain the District Hub and Spoke.

Assist District leadership engineering construction maintenance development and permits teams with any required administrative functions. Provide basicassistance to Highway Operations Supervisor with regard to coordinating recruitment as on/off boarding with delegated authority prepares personneldocuments for I9 process.

Attend any necessary and mandatory training meetings. Operate a State vehicle in course and scope of conducting State business. Other duties as assigned as related to the position

KNOWLEDGE:

• Knowledge of the principles and practices of administration andmanagement to include but not limited to business math accounting principles & practices and English/ grammar
• Office procedures
• Procurement practices to include on line research to obtain contractual information delivery information
• Enter purchase requisitions purchase orders and receives into system to initiate purchase and/or payment and modify documents as needed
• Budgeting and accounting principles
• Inventory monitoring
• Computer systems and associated business office software scheduling and organizing communications
• Payroll applications
• Customer service
• Incident management.

SKILLS:

• Skill in professional verbal and written communication
• Timemanagement and establishing priorities
• Workplace organization; email word processing spreadsheet development of tracking metrics database and presentation software applications preferably in Microsoft or Google applications
• Preparing reports problem solving and decision making
• Creating and maintaining interpersonal business relationships
• Scheduling.

ABILITY:

• Skill in professional verbal and written communication
• Time ability to comprehend and follow directions
• Work under pressure and in a stressful and changing environment
• Be flexible adapt to interruptions
• Plan coordinate and analyze multiple tasks
• Communicate effectively both written and verbally
• Work independently and on a team; maintain a high level of confidentiality
• Treat all customers fairly and equitably regardless of need
• Analyze and evaluate a wide variety of highway maintenance data
• Design and draft forms sketches and diagrams for procurement and contract administration documents.

Two 2 years experience as an Administrative Assistant 2; or three 3 years experience as an Administrative Assistant 1; or equivalent administrative office experience.

This position requires driving or the use of a vehicle as an essential function of the job and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current valid classappropriate drivers license complete all required training and successfully pass all necessary drivers license record checks. The license must be current unexpired and neither revoked nor suspended. Employees who drive on state business are subject to drivers license record checks must maintain acceptable driving records and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C. R210207.11.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (EVerify).

The Arizona Department of Administration offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental LeaveUp to 12 weeks per year paid leave for newborn or newlyplaced foster/adopted child (pilot program).
Health and dental insurance
Retirement plan
Life insurance and longterm disability insurance
Optional employee benefits include shortterm disability insurance deferred compensation plans and supplemental life insurance

Learn more about the Paid Parental Leave pilot programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page

Mandatory participation in the Arizona Retirement System (ASRS) is required

For questions about this career opportunity please contact ADOT Human Resources Recruitment via email at or phone call atoption 2.The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by callingoption 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.