Job: Administrative Assistant 2(Job Id 35380)

This posting has expired and is no longer available.

Job Description

01/12/2018 01/21/2018
COOLIDGE 12.26-16.92

Department of Economic Security

Providing Opportunity, Assistance and Care for Arizonans in need!

Administrative Assistant 2

Department of Economic Security

Division of Developmental Disabilities (DDD)

Arizona Training Program at Coolidge

2800 North Highway 87

Coolidge, AZ 85128


The position reports directly to the Deputy Superintendent.  Provides daily administrative support to the Deputy Superintendent, Quality Assurance Manager, and Medical Records Review Consultant.  On an as needed basis, the position also supports the ATPC Section Leaders with various administrative activities.  The Deputy Superintendent is responsible for all residential aspects of the operation of the Arizona Training Program at Coolidge (ATPC).  This includes but is not limited to the 11 residential settings and 17-day program services.  The Quality Assurance Manager is responsible for oversight of incident management and all aspects of quality of care and services delivered to ATPC members.  The Medical Records Review Consultant is responsible for comprehensive review of medical records, psychological evaluations and clinical oversight.


Major duties and responsibilities include but are not limited to:


-           Provides daily administrative support to Deputy Superintendent, Quality Assurance Manager and Medical Records Review Consultant.  As needed provides admin support to other Managers. Using Excel, PowerPoint, & Word, prepares & modifies documents including reports, presentations, drafts, correspondence, memos, & emails; tracks, logs & monitors projects assigned to staff; maintains electronic and hard-copy filing systems.  

-          Analyzes and updates office procedures and record keeping systems.  Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.

-          Other responsibilities include performing internet research for a variety of activities; screening calls; managing schedule and calendar for all three administrators; making travel, meeting and event arrangements; preparing reports and financial data.

-          Monitors, manages, and maintains various communications systems (i.e., current contact information and directories), including telephones and two-way radios.  Coordinates requests for repair, replacement, movement, or new installation of equipment for the Superintendent's office and executive team members when directed.

-          Attends training sessions as necessary.  Works with other administrative staff to coordinate meetings and assignments.




Knowledge of:

-          Management and administrative practices, as well as agency/program rules, regulations, and standard operating procedures


-          Available program and agency resources


-          Budgeting and purchasing procedures




Skill in:

-          Planning, organizing and coordinating activities


-          Typing, formatting and preparing reports, procedures and proposals


-          Establishing/maintaining effective work relationships with members, staff, administration, and the public


-          Oral and written communication


-          Use a variety of computer systems (e.g., Microsoft Word, Excel, PowerPoint) and internet research

Ability to:

-          Plan, coordinate, analyze, and establish priorities assigned by multiple administrators


-          Learn and apply federal, state, and local rules, regulations and certification requirements


-          Learn and operate two-way radios, main switchboard and mail operations


-          Learn and apply safety regulations


-          Must possess 2 years responsible administrative experience; OR a Bachelor's degree in Business or Public Administration, or closely related field and 1 year of required experience; OR a Master's degree in a field listed above.  Prefer experience working in a setting with individuals with developmental disabilities.



-          Have a current, valid 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) Driving is required. Individuals may be required to use their personal motor vehicle.


-          Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.


-          Candidates for this position shall be subject to both the Child Protective Services Central Registry pursuant to A.R.S. 8-804 and the Adult Protective Services Registry pursuant to A.R.S. 46-459. 


-           Employee shall have a valid Level One fingerprint clearance card issued pursuant to Arizona Revised Statute 41-2758.07 in order to work with children and vulnerable adults.



-          Successfully pass background checks, reference checks. Employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.



 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


Positions in this classification participate in the Arizona State Retirement System (ASRS). 

Please note, enrollment eligibility will become effective after 27 weeks of employment.


If you have any questions, please feel free to contact 602-542-0087 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.