DEPT OF EMERGENCY AND MILITARY AFFAIRS

The Department of Emergency & Military Affairs (DEMA) led by The Adjutant General provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sectionsoperations preparedness and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally DEMA is the headquarters for the Arizona National Guard the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community state and federal missions.

Work Location: Papago Park Military Reservation (PPMR) Phoenix AZ

Pay Rate: $15.3408 - $21.5021 per hour (DOE)

Grade: 17

Closing Date: September 15th 2025

The Administrative Assistant 3 provides administrative and office support activities to multiple team members of the Planning and Programming (P&P) and Project Management Departments (DPM) for the Arizona Army National Guard (AZNG) Construction and Facilities Management Office (CFMO). Responsibilities include managing appointments meeting and event arrangements filing correspondence meeting minutes and document formatting and processing. Admin 3 may also process and track payments of leases and prepare supply orders as needed.
Actively participates in promoting a continuous improvement of workplace culture using teamwork root cause problem solving standard operating procedures and review of performance metrics.

Responsibilities include:
Provide administrative support to the P&P Director. Maintain appointments for the Director as needed or requested. Maintain Planning and Programming calendar: tracking vacations medical leave and other activities of staff. Attend meetings to take and prepare meeting minutes as required. Prepare correspondence and memorandums in accordance with military regulations as required by Director.
Assists Planning staff (Real Estate Real Property GIS Master Planning) with support related activities including filing archive research staff contact list maintenance and other administrative tasks as required. Prepare correspondence and memorandums in accordance with military regulations as needed by Planning staff.
Assists Department of Project Management (DPM) with support related activities including the collection and processing of project close-out documents. Other administrative tasks may also be performed for DPM as requested. All support activities for DPM will be coordinated and approved by Master Planner.
Prepare and submit requisitions and receiving reports through Arizonas Procurement Portal. Track-related purchase orders. Prepare invoices and send them to appropriate official for payment approval. Manage use of and track departmental credit cards if required. File review submit reconciled credit card receipts with bank statements monthly. Prepare and submit CFMO supply orders if required.
Assists CFMO Administration with various office functions and coordination of special events such as quarterly ceremony office relocations inventory and any other special assignments as coordinated and approved by Master Planner. Actively participates in promoting a continuous improvement of workplace culture through the use of teamwork root cause problem solving standard operating procedures and review of performance metrics.

Knowledge of:
Management administrative practices and operating procedures
Budget and invoice tracking procedures
Advanced level of computer applications for word processing spreadsheets publishing software and presentations
Principles concepts and current practices in Arizona government organizations as they apply to accounting budgeting and fiscal controls
Military filing procedure/best practices

Skilled in:
Written and verbal communication
Customer service and interpersonal relationships with civilian military and government representatives
Skilled in the analysis and evaluation of budget requests and documentation for completeness and accuracy
Problem analysis and resolution
Skilled in the use of computers including MS Office products to include Word Excel PowerPoint Outlook and TEAMS

Ability to:
Analyze and resolve conflicts in policy and program objectives
Work in an environment of high volume and heavy workload requiring a high level of accuracy
Multi-task with speed and accuracy while remaining flexible with respect to changes in the environment or conditions
Plan analyze coordinate multiple activities and establish priorities
Develop effective operating processes and procedures
Manage time efficiently
Travel in and out of state to attend training conferences workshops seminars meetings and events
Type 40 - 60 words per minute

Desired qualifications include any combination of experience education and training that meets the knowledge skills and abilities as described. Four or more years of combined experience in budget/accounting and administrative responsibility OR bachelors degree in relevant field (accounting business administration finance or similar field) from an accredited college or university with 2 years of accounting/business/administrative experience. Previous experience in records maintenance/management is desired.

Special Job Requirements:
This position requires possession of and ability to retain a current valid state-issued drivers license appropriate to the assignment. Employees who drive on state business are subject to drivers license record checks must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R.12.)
In State travel required.
Individual is required to pass a criminal background investigation.
Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining/maintaining a Common Access Card (CAC) within one year of hire.

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:Drivers License Requirements.

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

The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term 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

Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).

If you have any questions please feel free to contact
DEMA is a smoke-free work environment.
ADA/EEO Employer
The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer