Job: ADMINISTRATIVE COORDINATOR(Job Id 38153)

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Job Description

05/16/2018 05/23/2018
HUMAN RESOURCES 19
PHOENIX 33,435.17-46,623.82

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 COORDINATOR

Division of Developmental Disabilities

1789 W. Jefferson St.

Phoenix, AZ 85007

www.azdes.gov

 

JOB SUMMARY:

The Division of Developmental Disabilities (DDD) is seeking an experienced and highly motivated individual to join our team as an Administrative Coordinator with our Human Resources department. Major duties and responsibilities include but are not limited to.

 

JOB DUTIES: 

-          Discreet handling of all human resources business; manages assigned HR priorities, relieves administrator/ manager of administrative detail on all projects. This position will review and process requests for purchases; Import documents into OnBase and assist supervisors with employee performance documents and electronic time sheet issues.

-          Schedules meetings for department policy reviews and develops feedback/response to Executive Management on behalf of HR Administrator. Reviews and analyzes regulations and laws applicable to DDD, state and federal statues; department policy and procedures and personnel rules and responds to Inquiries;

-          Analyzes existing HR management and operating procedures. Develops procedures for implementation of programs and services; improvement of operations for cost effectiveness and process improvement.

-          Conducts research, writes reports, recommendations, memos and correspondence. Compiles statistics concerning program feasibility and needs. Schedules and coordinates confidential issues and interviews related to DDD HR employee relations, drafts follow-up correspondence and actions for progressive discipline and performance Improvement. Proofreads all work prior to submitting to the DDD HR Administrator.

-          Track and monitor personnel activities using a spreadsheet or computer software, provide timely status updates to HR Administrator. Prepare classification action requests to assist in ensuring accuracy of organization charts and staffing levels within cost centers, Handles temporary service employees tracking, hiring, and terminations, communicates with finance, reports out on a regular basis regarding expenses.

-          Manage special projects; prepare agendas in advance; arrange meeting facilities; record and document information; prepare follow-up action minutes, arrange amenities as needed. Act as liaison to other administrative staff. Attend meetings and workshops; make human resources related presentations to various groups and levels of the organization. Perform other duties as assigned.

 

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

Knowledge of:

-          ADOA Personnel Rules; DES Policies and Procedures; Information System and databases; Personnel actions, forms, and documents; high level administrative office support.

-          Business correspondence formatting, grammar, spelling, and punctuation; computer generated reports and graphs; Microsoft office products: excel, word, outlook, PowerPoint, access, Visio, etc.; research and planning principles.

-          Organization and management practices; customer service techniques; standard office equipment usage.

Skills in:

-          Maintaining confidentiality  

-          Adhering to federal, state, department and division policies and procedures; independent analysis and evaluation of documents, reports, statistical data

-          Developing utilizing resources and materials; reviewing and summarizing documents: coordinating and planning activities; leadership techniques; effective verbal and written communication with internal and external customers;

-          Following written and verbal instructions. Prioritizing and organization; coordinating and scheduling meetings, conference calls: travel arrangements; public speaking.

Ability to:

-          Communicate effectively; work in a fast paced environment.

-          Multi-task, set priorities and manage diverse range of administrative functions, develop effective operating procedures; problem solve various issues; execute appropriate independent judgment; plan, organize, develop resources and coordinate activities across multiple assignments.

-          Establish and maintain effective working relationships; respond to all customers with fact, diplomacy, accuracy, and appropriate and timely information;

-          Communicate Administrators instructions accurately, clearly and timely.

SELECTIVE PREFERENCE(S):

-          Two (2) years of high level administrative experience or a Bachelor’s degree in a field appropriate to the assignment from an accredited college or university and one (1) year high level administrative experience.  

PRE-EMPLOYMENT REQUIREMENTS: 

-          Valid Arizona Driver's License. In-state travel is required. Requires possession of and ability to retain a current, valid state-issue driver's license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207. 12.). Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed. May require Fingerprint Clearance Card.

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 contact (602) 542-0088 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.