Administrative Support Specialist

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 SUPPORT SPECIALIST

Job Location:

Division of Child Support Services (DCSS)
Location is based upon applicants home address to closest client facing office

Posting Details:

Salary: $34,221 - $45,046 

Grade: 18

Closing Date: November 17, 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 who 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 DES, Division of Child Support Services (DCSS) is seeking an experienced and highly motivated individual to join our team as an Administrative Support Specialist with the Child Support Compliance Team. This position is responsible for supervising a Child Support Services unit and working directly with clients and staff to enforce administrative and judicial orders to collect child support monies and distribute to appropriate parties.

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:

-Collaborate with DCSS operations program manager to prepare for Leader Standard Work, such as team meetings, huddles, Gemba walks, and problem-solving sessions. Gather data from multiple sources and combine, organize and convert into tables to be used in business intelligence analytics and process improvement events such as kaizen, catchball, business review, and strategy, as well as visual management tools (metrics, huddle boards, problem-solving worksheets, and projects). Participate in the development of standard work. Develop monitoring systems to meet timelines and due dates.

-Prepare agendas, schedule meetings, manage/oversee program manager's calendars, draft letters, and assist with preparing corrective action plans, including proofreading for content and grammar errors. Perform a variety of complex administrative tasks, including action assignments and special projects. Conduct research and studies, compile information, write reports and provide status updates. Exercise discretion and independent judgment within policies and procedures. Position requires access to system with Federal Tax Information.

-Supervise, coach/train office support team members to facilitate efficient/effective workflow. Establish unit standards; present/resolve barriers; identify process improvements; develop standard work. Resolve day-to-day operations, technical or procedural work problems/questions through use of AMS tools/concepts. Review case-related data in automated systems to verify status and accuracy.

-Maintain and rotate supplies. Prepare and maintain assignment tracking and calendaring of all time-sensitive activities. Submit forms to request access to various tools and applications for employees. Maintain assigned area and Leader Standard Work schedule. Create employee engagement activities . Participate in VOC (voice of the customer) actions and activities. Respond to telephone inquiries, directing to the appropriate party; independently investigate internal and external stakeholder complaints, coordinate problem resolution and/or refer to the appropriate party.

-Prepare PSF for travel for staff. Actively participate in Administrative professional support groups. Maintain assigned shared Google drives. Provide administrative support to facilitate effective customer service with internal/external customers. Coordinate management facilities activities.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

- Research and planning principles.
- Organization and management practices.
- Social service delivery systems.
- Customer service techniques.
- Office practice, procedures and equipment.
- Interview techniques.
- Presenting and resolving problems.
- Style and format of difficult and complex report preparation, routine letter and memo composition.
- Computer generated charts and graphs.

Skill in:

- Leadership.
- Organizing work/assignments to meet objectives and goals.
- Identifying process improvements and developing standard work.
- Maintaining confidentiality and adhering to federal, state, department and division policy and procedures.
- Independent analysis and evaluation of documents, reports, statistical data.
- Developing and utilizing resources and materials.
- Reviewing and summarizing documents.
- Coordinating and planning activities.
- Providing excellent customer service to stakeholders, community partners, and internal and external customers.
- Following written and verbal instructions.
- Understanding and meeting performance measures.
- Prioritizing duties and meeting timelines.
- Proficient in Microsoft Office Suite applications, Google Tools, Internet and intranet.
- Proficient in written and verbal communication.

Selective Preference(s):

The ideal candidate for this position will have:

- Excellent customer service skills; detailed oriented; ability to multi-task; proficient in MS Office Suite applications, Google Tools, Internet and intranet; proficient in written and verbal communication.

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 Devon Pichon at (602) 743-1490 or dpichon@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 (602) 542-8900. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

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