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Job: Administrative Assistant 3(Job Id 36487)

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Job Description

03/05/2018 03/20/2018
FLAGSTAFF 13.94-19.48

Department of Economic Security

Providing Opportunity, Assistance and Care for Arizonans in need!

Administrative Assistant Ill

Division of Benefits and Medical Eligibility (DBME)

1701 N. 4th st. Flagstaff AZ 86004

Openings: 1


Under the direction of the Regional Program Manager, Deputy Program Manager, Work Load Operations Manager and/or the Professional Standards Manager, this position performs work as required and deemed necessary to support the region. This position applies detailed knowledge of the agencies organization, policies and personnel, and day to day problem-solving. This position works independently with general instructions on a variety of projects while using word and data processing equipment and other automated office equipment. There are no unusual working conditions.


Under general supervision, performs a variety of administrative work of considerable difficulty that may include:

-        Research for special projects and serving on special projects groups.

-        Answering multi-line phones.

-        Monitoring, preparing and updating reports.

-        Coordinating and scheduling interview panels and conducting reference checks

-        Responding and monitoring all action items to the central office

-        Assisting with FMLA determinations

-        Knowledge and experience with Microsoft Office to include Word and Excel

-        Utilization of Automated Machines such as faxes, printers, MFP devices, etc.

-        Faxing, scanning and indexing documents that include confidential material

-        Transcribing confidential interviews

-        Coordination of meetings and note taking

-        Coordination of Virtual Office requests

-        Responsible for coordination of State Vehicle maintenance and inspections

-        Schedule training. arranging hotel and travel accommodations

-        Ordering supplies

-        Authority to make decisions regarding appropriate assignment follow up and timetable management

-        Track Travel claims and monitor travel document numbers,

-        Own and maintain email contacts and listings

-        Other duties as assigned


Knowledge of:

-        Knowledge of standard administrative office practices and procedures; business correspondence formatting; proper

-        Grammar, spelling, and punctuation; various computer software packages.

-        Knowledge of office and database management; time management; performing technical, complex and difficult

-        administrative work using independent judgment; oral and written communication; capable of using personal computer and

-        related software applications proficiently; overseeing multiple projects/assignments, setting priorities and meeting

-        Deadlines, and following up on assignments with minimum direction.

-        Ability to set priorities and manage a diverse range of administrative functions; develop effective operating procedures;

-        Problem-solve various issues and execute appropriate independent judgment; plan, organize, develop resources and

-        Coordinate activities across multiple assignments; establish and maintain professional working relationships with staff and

-        Outside entities.

-        Knowledge of policies, procedures, and programs of the immediate unit, Division and sub-divisions.


Skill in:

-        Explain policies, procedures, and general knowledge of the immediate unit and the Division to internal and external customers.

-        Explain general information regarding other Divisions to internal and external customers when it is discerned they must be connected with the other Divisions.

-        Gather and summarize data for reports.

-        Compose/create/maintain various spreadsheet reports and correspondence with appropriate consideration of relevant policy and procedures.

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

-        Skill in the use of internet and telephone operation.

-        Perform a full range of administrative functions required by administrators responsibly and confidentially.

-        Handle detailed work with accuracy and speed.


Ability to:

-        Ability to respond to internal and external customers with tact, diplomacy, accuracy, and appropriate and timely information.

-        Ability to plan, coordinate, analyze, and establish priorities; develop efficient operating procedures.

-        Ability to appropriately screen calls and direct visitors.

-        Ability to communicate administrator's instructions accurately and timely.

-        Ability to create, maintain, and complete special projects, reports, and correspondence with accuracy and timeliness.

-        Ability to schedule competing meetings/conferences with appropriate preparation and follow-up.

-        Ability to interact with other administrative departments or outside representatives.

-        Ability to exercise a degree of discretion and independent judgment.


-        Telephone etiquette; keyboarding skills; customer service skills.

-        Knowledge of computer-based systems; task and detailed oriented.


-        Have a current, valid Arizona State issued driver’s license appropriate to the assignment. The 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

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

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


In-State travel will be required. Candidate must possess a valid Arizona driver's license and proof of insurance at the time of appointment. Employees may be required to use their own transportation: however, mileage will be reimbursed.


 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 602-771-5507 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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