Administrative Assistant 3

Would you like to be part of an amazing team that helps Arizonans thrive At the Department of Economic Security (DES) we strengthen individuals families and communities for a better quality of life. DES is looking for individuals that are committed to service community and teamwork. To learn more about DES please visit ; or click on the link here to view Our DES video. Come join the DES Team!

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. This position provides high level support to either the District Program Manager Network Manager or a Support Coordination Area Manager within DDD. This position has a significant amount of public contact with administrators parents individuals contracted providers and stakeholders. This position also functions as office manager to ensure compliance with DES DDD and District policies and procedures promote a professional and customer service environment maintain office support coverage and maintain office equipment and supplies.

DDD provides individuals with developmental disabilities and their families services and supports that are flexible high-quality and member-driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

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 a spouse or close family with a principal interest in a DDD Qualified Vendor Agreement and cannot be employed or subcontracted by a DDD Qualified Vendor.

Essential Duties and Responsibilities include but are not limited to:

• Independently composes letters and memos.
• Prepares presentations.
• Develops spreadsheets.
• Maintains and enters information into Access databases in a timely and accurate manner.
• Maintains and utilizes a tracking system for project management to ensure timely submission of internal and external assignments/work products.
• With minimal supervision confers with supervisor other Division staff persons from community agencies organizations and businesses on a variety of subjects and issues.
• Answers and/or researches needed information from email or phone calls from various staff or other entity requesting assistance ensuring complete and timely responses.
• Works with members and families to resolve issues.
• Reports on issues that are not resolved.
• Functions as office manager.
• Independently coordinates facilitates and attends various meetings note taking transcribing and distributing minutes.
• Maintains calendar for Manager sets up meetings as requested.
• Completes special projects as assigned by the manager.

Knowledge in:

• Principles and practices of time management.
• Appropriate use of grammar punctuation and formatting various documents.
• Methods for tracking complex work with critical time lines.
• Understanding of basic office principles basic program rules regulations and operating procedures.
  

Skills In:

• Excellent phone skills.
• Using computer software/programs to include Google Suites Microsoft Office and Adobe.
• Planning organization and time management.
  
  

Ability to:

• Use independent judgment and work independently.
• Think through problem situations and manage difficult phone calls.
• Compose various documents with minimal supervision.
• Multi-task and complete work within required time lines.
• Sit and work on the computer for a sustained period of time.
• Take and produce meeting minutes.
• Learn and apply the office procedures related to the Division.
• Work in a fast paced environment.
• Learn LAN applications such as FOCUS.
• Maintain confidentiality and professionalism at all times and through all work.
• Learn the supply ordering system.
• Relate in a positive and cooperative manner with a wide variety of people.

The preferred/ideal candidate for this position will have:

• At least three (3) years of administrative experience. Or Bachelors degree in a field appropriate to the assignment from an accredited college or university and two (2) years of responsible administrative experience. Or a Masters degree in a field appropriate to the assignment from an accredited college or university and one (1) year of responsible administrative experience.

• 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. Any employee operating a motor vehicle on State business must possess and retain a current valid class-appropriate 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 operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R.11).
• Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agencys ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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 programhere. 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.

On or shortly after your first day of work you will be provided with additional information about the available insurance plans enrollment instructions submission deadlines and effective dates.

For questions about this career opportunity please contact Stacie Austin at or
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 contacting or Requests should be made as early as possible to allow time to arrange the accommodation.