MI Executive Administrator

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 though out 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 inputting various reports though out 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 raining 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:

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 athering 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

Skills:

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 (work 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

Abilitiy:

Ability dealing with the public using appropriate tact resourcefulness and alertness follow-up and deadline monitoring

Ability to do 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

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

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 R.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:Drivers License Requirements.

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 programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page

Positions in this classification participate in the Arizona State Retirement System (ASRS)

Note that enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Rachel Salazar at for assistance