Office Administrator

ATTORNEY GENERAL (DEPT OF LAW)

 

OFFICE ADMINISTRATOR

Job Location:

Address: 15 S 15TH AVE, PHOENIX, AZ  85007

Posting Details:

Salary: 31,909 - $51,100 

Grade: 17

Closing Date: OPEN UNTIL FILLED

Job Summary:

The Arizona Attorney General’s Office Criminal Division/Office of Victim Services is seeking an Office Administrator.

Under general or limited supervision, this position serves as the Office Administrator (OA) for the Office of Victim Services (OVS). This position is responsible for administrative duties of moderate difficulty, ensuring the organizational management and maintenance of multiple and varied materials related to the OVS in both the Phoenix and Tucson offices. The OA is the main source of professional support to the OVS and carries out multiple duties including: assisting the Advocate Program and the Agency Support Team (AST) when needed and management of complex administrative support tasks as assigned by the Director or Division OA. In addition, this position is responsible for interpreting guidelines, rules, policies and procedures of programs; planning and scheduling of meetings; preparation of travel documents; maintaining inventory and completion and tracking of high-level purchasing. Utilizing graphic design software, the position also is expected to creatively manage victim awareness activities such as Victims' Rights Week, Domestic Violence Awareness month and encouraging teamwork in the three OVS offices and completion of special projects as assigned. The OA works closely with the Director in support of OVS' continued successful operations.

This position may be eligible for Remote Work two days a week based upon the department's business needs and continual meeting of expected performance measures.

 

Job Duties:

Oversees and performs administrative duties in support of the OVS including: approving time cards, maintaining policy and procedures, maintaining the OVS calendar, scheduling and setting up meetings, updating office forms, archiving and compiling extensive monthly statistical reports based on office activity, acts as key contact for Legal Files, PbK and processes mail.

Lead point of contact for events such as internal and external Victims' Rights Week activities, Distinguished Service Awards, DV Awareness month, teambuilding activities with the three OVS offices.

Supports maintenance of operational needs of OVS offices by maintaining supply, technology and equipment inventory; preparing supply requests; overseeing equipment operation and maintenance and managing technology quotes and procurement.

Supports OVS program as needed to include: preparation, distribution and receipt of human resources/hiring paperwork, correspondence, contract agreements and annual reports. Assists with maintenance and organization of Victims' Rights Program files. Serves as the communication link with the AGO regarding policies and procedures. Establishes systems and methods for efficient record-keeping as well as document filing, retrieval and utilization.

Supports the Director in various capacities, primarily with maintaining schedule, travel arrangements, contact with victims' rights committees, preparing documents and setting up technology for staff meetings, submitting reports, maintaining contact with committee members and drafting letters on behalf of the Director.

Utilizing graphic design software, designs materials for statewide distribution including the law books, Victims' Rights Brief newsletters, training materials and Victims' Rights Week invitations and programs.

Other duties as assigned as related to the position.

 

Knowledge, Skills & Abilities (KSAs):

KNOWLEDGE
This position requires knowledge of the principles and practices of performing administrative functions of a responsible nature.

This position requires the candidate to have considerable knowledge of computers, Microsoft Office software including excel, graphic design, databases and managing and usage of virtual meeting technology.

The knowledge to maintain an organized work environment and to plan, coordinate and prioritize work activities for self and others is expected of any candidate.

Basic knowledge of victims' rights laws, current state and federal laws and local social service agencies are required in order to perform work satisfactorily for this position.

Knowledge of principles and practices of case management and the effects of victimization, including the social, emotional, physical and financial effects.

SKILLS
Skills that are required or expected to be learned through the training process of this position include the ability to effectively interpret OVS and AGO policies, procedures, rules and regulations.

This position should have the skills to learn and implement new computer software.

It is expected that the candidate will develop and maintain effective working relationships with members of the justice communities and other employees within the AGO.

Leadership, support and teambuilding skills.

ABILITIES
The ideal candidate for this position will have exceptional organizational skills that will benefit them when working with interruptions, working against stringent deadlines and having to adapt to changing priorities.

The ability to perform detailed work with a high degree of accuracy will rely heavily on the candidate's ability to write and communicate in an effective manner and the ability to edit and review materials for clarity and certainty.

This position requires a high degree of initiative and the ability to develop, maintain and interpret office procedures.

The ability to exercise good judgement in safeguarding sensitive and confidential information is critical to the services provided by the Office of Victim Services and the AGO.

It is expected that any candidate in this position will utilize and stay current on word processing, database, graphic design and virtual meeting software to include all software programs implemented within the AGO.

 

Selective Preference(s):

A Bachelor of Arts or a Bachelor of Science degree from an accredited university is preferred.

Pre-Employment Requirements:

• Travel is required for this position. A valid Arizona Driver’s License is required, along with consent to have your driving record run periodically.
• All applicants under serious consideration for hire with the Attorney General's Office are required to be fingerprinted by the Office and complete a criminal background check through State and Federal agencies. A job offer cannot be tendered until the candidate has successfully passed the initial background check. Your record does not automatically constitute a bar to employment. Factors such as, but not limited to, age at time of offense and age of offense, as well as the relationship between the offense and the job for which you apply will be taken into account.

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.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

The Attorney General's Office offers a comprehensive benefits package to include:
Student Loan Assistance
Sick leave
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
Vacation with 10 paid holidays per year
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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:

• Positions in this classification participate in the Arizona State Retirement System (ASRS).
• Please note, enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

If you have any questions, please feel free to contact Human Resources at (602) 542-8056 or email us at humanresources@azag.gov.

During all phases of the selection process, people with a disability may request a reasonable accommodation by contacting the AG’s Human Resources Office at (602) 542-8056 or via e-mail at HumanResources@azag.gov. The Arizona Office of the Attorney General does not discriminate on the basis of race, color, national origin, sex, disability, religion, sexual orientation or age in its programs, activities or in its hiring and employment practices. The following division has been designated to handle inquiries regarding the non-discrimination policies: Operations Division, 2005 N. Central Ave., Phoenix, AZ 85004, Phone: (602) 542-8056, Fax: (602) 542-8000.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.

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