Administrative Assistant 2

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 2

Job Location:

Division of Employment and Rehabilitation Services (DERS)
Rehabilitation Services Administration (RSA)
3425 East Van Buren, Phoenix, Arizona 85008
www.azdes.gov 

Posting Details:

Salary: $31,245.96 – 44,894.30 annually 

Grade: 15

Closing Date: Closing until sufficient resumes are received 

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!

The Department of Economic Security, Division of Employment and Rehabilitation Services (DERS) strengthens Arizona communities by bridging and minimizing gaps to employment and independence.

DES is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 2 with the Rehabilitation Services Administration (RSA). This position is responsible for the quality and timeliness of detailed and specialized administrative functions; the management of assigned administrative and special projects and the administrative support of the Program Manager, Operations Manager, Fiscal Manager, and Contracts manager.

Travel will be required for State business. If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply. 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).

This position may be available for remote work within Arizona (minimum of 2 days per week in the office/hoteling).

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, 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:

• Compose complex and detailed correspondence on a wide variety of subjects for the Program Manager, Business Enterprise Program (BEP) management team, and other BEP staff.
• Prepare a variety of activity and operational reports, routine contracts, and other administrative documents.
• Perform all other tasks as assigned by the Program Manager, including various secretarial functions such as screening incoming correspondence, calls, and visitors; scheduling appointments and coordinating meetings; coordinating and entering unit time sheets, purchase orders, and maintaining confidential and administrative files.
• Investigate complaints from BEP operators, the public, and BEP staff to resolve the problem, or refer complaints to the appropriate BEP department, as directed by the Program Manager.
• Coordinate administrative matters and activities among various BEP departments, contracts administration team, purchasing unit, RSA/DES units, and Arizona Participating Operators Committee (APOC) modify routine procedures to improve department and/or program effectiveness.
• Serve as a backup for the Fiscal Services Specialist for processing work orders and move requests.
• Test, create, and organize LIBERA ITS projects, train BEP staff on LIBERA usage/functions, as well as service the BEP office liaison for LIBERA related issues and questions.
• Oversee, the overall clerical work product of the department's office; coordinate, plan, attend meetings, and coordinate building maintenance matters with landlord/DES facilities management.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of principles and practices of administration and management.
• Knowledge of Business Enterprise Program rules, regulations, and operating procedures.
• Knowledge of administrative and business laws as it relate to the preparation of agency documents, contracts, and other agreements.
• Skills in written and oral communication to convey a wide variety of information.
• Skills in reading, organization proofreading, and researching.
• Skills in data collection/summarization, and record keeping.
• Skills in computer usage.
• Ability to plan, coordinate, analyze, and establish priorities.
• Ability to develop effective operating procedures; exercise a high degree of discretion and independent judgment.
• Ability to manage and balance a variety of administrative tasks and functions.

Selective Preference(s):

The ideal candidate for this position will have:

• Two years of responsible administrative experience.
• Bachelor’s degree in a related field from an accredited college/university and one year of the required experience.
• Master’s degree in a related field from an accredited college/university.

Pre-Employment Requirements:

• Successfully pass background and reference checks; 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 Liz Alarcon at (480) 521-0391 or email LizbethAlarcon@azdes.gov.

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 (480) 521-0391 or emailing LizbethAlarcon@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.

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