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Job: Administrative Assistant 1(Job Id 38870)

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Job Description

06/12/2018 06/15/2018
ADMINISTRATIVE 13
PHOENIX 12.35-15.20

DEPARTMENT OF ECONOMIC SECURITY

Providing Opportunity, Assistance and Care for Arizonans in need!

ARIZONA MANAGEMENT SYSTEM (AMS):

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  State employees are highly engaged, collaborative and embrace a culture of public service.

Administrative Assistant 1

Division of Benefits & Medical Eligibility

4344 W. Indian School Rd.

Phoenix, AZ, 85031

www.azdes.gov

 

JOB SUMMARY:

The Division of Benefits and Medical Eligibility (DBME) is seeking an experienced and result driven individual to join our team as an Administrative Assistance 1. This position applies detailed knowledge of the Department, Division, Administration and Office policies and procedures and works independently with general instruction on a variety of projects.

JOB DUTIES: 

-          Answers multi-line phones and provides general information or routes appropriately.

-          Researches, prints, monitors, prepares, and updates reports.

-          Receives, assigns, drafts responses, and monitors action items to the local office management from the Regional or Program Administrator offices.

-          Has the authority to make decisions regarding appropriate assignment follow up and timetable management.

-          Follows up on assignments to ensure deadlines are met.

-          Performs some administrative assignments independently.

-          Proficient in the use of Microsoft Office programs, including Outlook, Word and Excel.

-          Utilizes automated machines such as faxes, printers, Multi-Function Print (MFP) devices, etc., to fax, scan, and index documents that include confidential material.

-          Coordinates meetings and note taking, e.g.; takes minutes, distributes minutes to meeting attendees.

-          Coordinates Virtual Office (VO) requests.

-          Regularly deals with the public, internal and external colleagues/customers with courtesy and tact.

-          Registers and inputs client applications into the eligibility systems that included but are not limited to, AZTECS and HEAPlus.

-          Monitors completion of employee time cards (ETE); Proxy for office.

-          Schedules trainings for local office staff.

-          Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; tracks submission of travel claims through established procedure.

-          May be required to travel for training or other business-related purposes.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

Knowledge of:

-          General understanding of the various programs administered, and services provided by the Department.

-          Considerable knowledge of communication, conflict resolution, mediation and collaboration techniques.

-          General knowledge policies and procedures, federal law related to employees and safety, as well as accessibility standards required on the office and other work environments.

-          Federal and State laws, statutes, regulations, policies and procedures pertaining to public assistance programs.

-          Computer programs such as Microsoft Word, Excel and Outlook.

Skill in:

-          Excellent written and oral communication skills to convey a wide variety of information.

-          Interpreting and understanding program policies and procedures.

-          Organization and communication.

-          Balancing a variety of administrative functions.

-          Independent problem solving, analyzing, and limited decision-making skills for routine matters.

-          Customer service, listening, negotiation, monitoring, evaluation.

Ability to:

-          Establish priorities.

-          Work independently while functioning as an integral part of the Local office management structure.

-          Model integrity, dependability, and quality customer service, as well as the ability to mentor and instill these values in others.

-          Engage in verbal and written communication with staff and outside entities.

-          Be creative and innovative in approaches to helping staff.

-          Communicate vision and direction, lead by example, promote continuous learning, and develop staff skills.

-          Read, understand and interpret issues of a moderate level of complexity, laws, statues, policies.

-          Establish priorities, monitor office procedures, perform in a fast-paced environment.

-          Use computer programs/systems utilized by FAA, Arizona Technical Eligibility System (AZTECS), HEA Plus, OnBase document management system.

SELECTIVE PREFERENCE(S):

-          Experience in an office setting or social service agency.

PRE-EMPLOYMENT REQUIREMENTS: 

-          Have a current, valid Arizona State issued driver’s license appropriate to the assignment. Employee is subject to driver’s license record checks and must maintain an acceptable driving record, valid motor vehicle insurance and registration, and must complete any required training (see Arizona Administrative Code R2-10-207.12).

-          Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State Employees Medical/Physical

-          Be subject to a search of Child Protective Services Central Registry

-          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.

-          Travel is required for training and meetings, which may require an overnight stay.

BENEFITS: 

 The Department of Economic Security offers a comprehensive benefits package to include: 

-          Sick leave

-          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

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 call 602-774-5515 for assistance.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-364-3981. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.

 

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