ADMINISTRATIVE ASSISTANT - #1693068

DEPARTMENT OF ECONOMIC SECURITY _Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.

DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life._

### **ADMINISTRATIVE ASSISTANT**

Job Location: Division of Developmental Disabilities (DDD)

1789 West Jefferson Street, Phoenix, Arizona, 85007 Posting Details: Salary: $38,500.00 - $40,500.00

Grade: 17

Closing Date: May 3, 2024 Job Summary:

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 des.az.gov; or click on the link here to view ‘Our DES' video. Come join the DES Team!

DES, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant. 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 spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Job Duties

Essential Duties and Responsibilities include but are not limited to:

• Responsible for the packaging and distribution of communications via email, fax, phone or web; responsible for data entry, tracking and trending data, and reporting on metrics; and exercises proficiency in Microsoft Office Suites and Google software systems.
• Responsible for regular review, assignment, and tracking of correspondence in the centralized DDD Compliance Monitoring and DDD Operational Review Mailboxes. Takes accurate minutes of meetings and coordinate office procedures as required.
• Develops and maintains project plans in collaboration with the Monitoring & Oversight Unit team members and submits project plans to the Unit Manager.
• Initiates office supply ordering, maintenance, distribution, and storage.
  
  

Knowledge In

Knowledge, Skills & Abilities (KSAs):

• Health Insurance or Medicaid
• Principles and practices of administration and time management
• Appropriate use of grammar, punctuation, and formatting various documents
• Methods for tracking complex work with critical time lines
• Basic program rules, regulations, and operations procedures
  
  

Skills In

• Excellent phone skills
• Using computer software/programs, e.g., (Microsoft Office Products)
• Oral and written communication
• Planning, organization, and time management
  
  

Ability To

• Contribute to team effort by accomplishing related results as needed
• Use independent judgment and work independently
• Think through problem situations and manage difficult phone calls
• Take and produce meeting minutes
• Learn and apply the office procedures related to the Division
  
  

Selective Preference(s)

The ideal candidate for this position will have:

• Three 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.
  
  

Pre-Employment Requirements

• 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: Driver's License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver's 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.) R2-10-207.11).
• Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's 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).
  
  

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
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance
  
  

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

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

Retirement

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.

Contact Us

For questions about this career opportunity, please contact Paul Sharp at (602) 342-5883 or [email protected].

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 Paul Sharp at (602) 342-5883 or [email protected]. Requests should be made as early as possible to allow time to arrange the accommodation.