ADMINISTRATIVE ASSISTANT 3

Benefits

Qualifications

• •Grade: 17
• •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
• •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 principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor
• •Methods for tracking complex work with critical time lines including planning, organization
• •Using computer software/programs, e.g., (Microsoft Office Products, Google, cell phones)
• •Oral and written communication while using appropriate use of grammar, punctuation, and formatting various documents
• •Think through problem situations and manage difficult phone calls
• •Multi-task and complete work within required timelines
• •Sit and work on the computer for a sustained period of time
• •Relate in a positive and cooperative manner with a wide variety of people
• •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
• •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 operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11)
• •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)
• •15 more items(s)

Responsibilities

• •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 research needed information from e-mail 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
• •Independently coordinates, facilitates, and attends various meetings, taking, transcribing, and distributing minutes
• •Maintains calendar for Manager, sets up meetings as requested
• •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, etc
• •Supervises clerical staff, including hiring and evaluations
• •Makes work assignments and ensures coverage in the absence of subordinate staff
• •6 more items(s)