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Job Description

02/15/2017 02/22/2017
PHOENIX 24.00-27.00

Executive Assistant

Department of Aging and Adult Services

Adult Protective Services

1789 W. Jefferson, Phoenix, AZ 85007


Openings: 1

Grade: 20  ($24.00- $27.00 per hour)

PLEASE NOTE: This announcement is open until a sufficient number of resumes are received. Interested applicants should apply for this position if they feel that they are qualified as quickly as possible to ensure a timely application.

This position provides high-level administrative support to the Deputy Assistant Director and the division. The Executive Assistant will track correspondence and administrative actions (alerts, contracts plans, etc.), assign incoming actions to appropriate program staff for response, and ensure timeliness of reviews and responses, and draft memos and prepare responses to inquiries. The EA will handle all aspects of the Deputy Assistant Director’s calendar including scheduling and preparing for all meetings, prepare minutes and follow up on actions items when applicable, interact with internal agency and community staff, community organizations, and other groups as requested. The position will perform extensive coordination between programmatic areas within the division, and make travel arrangements for the Deputy Assistant Director both in and out of state, reviewing and ensuring accuracy of travel claims for reimbursement.  

The EA serves as the constituent Ombudsman for the divisions, resulting in the positon handling frequently highly complex customer inquiries requiring knowledge of programs and services throughout the entire division. The position will participate in meetings and special projects with other division heads and/or their representatives concerning fiscal control, personnel issues, legislation, resource management and coordination of State and Federal programs. The EA will also manage numerous and various special projects as requested.


Knowledge of: federal and state laws, regulations, policies that govern programs administered; federal and state fiscal/accounting procedures, policies, regulations and laws, human service administration and management techniques; understanding of the organization and management of federal, state and local agencies, entities that fund and/or deliver services ability to negotiate and problem solve; leadership principles and practices; ADOA personnel rules and DES personnel management; legislative process, legislation and development and introduction; understanding of administration of grants and contracts; community resources throughout the state; data and statistical analysis and technical reports.

Skill in: reading, writing and proofing documents (i.e. alerts, grants, plans, brochures, etc.); organizing and assisting an administrator in their day to day operations; policy development and interpretation; interpersonal, community, and public relations; total quality programmatic assessment; interpretation and application of federal laws/regulations and Arizona Revised Statutes; comprehensive level of computer skills including Microsoft Office products; conducting research for a variety of projects; information/data analysis and review; organization and leadership; project management; oral and written communication.

Ability to: handle issues and projects that are of a confidential and sensitive nature; effectively compose, proof and edit various types of correspondence, reports and grants; analyze program operations and develop effective management improvement plans; establish and maintain effective working relationships with staff and members of the community, private sector and other governmental entities; prepare and give public presentations to community groups; use variety of computer software; multi-task, handle changing priorities and set priorities; handle conflict resolution and come to a positive outcome, create and present effective reports and presentations; provide leadership and building a team approach to problem solving; conceptualize various types of high-level projects and issues, as well as the day to day items that arise; establish priorities and guidelines; provide guidance in assignments and projects; review and evaluate program and operational activities.

NOTE: In-state travel is required.  Requires possession of and ability to retain a current, valid state-issued 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.

Ideal/Preferred Candidate:  Preference will be given to candidates with a Bachelor’s Degree in Social Work, Gerontology, Public Administration or related field and a minimum of 2 years work experience in social services programs, human services field or in the field of aging. Preference will also be given to candidates that are bilingual and can speak, read and write English and Spanish fluently. Other foreign languages will also be considered a preference.


We offer a comprehensive benefits package that includes 12 days' sick leave, 13 days' vacation, 10 paid holidays per year, health and dental insurance, life and long-term disability insurance. Optional employee benefits include short-term disability, deferred compensation, and supplemental life insurance.


Employees must participate in the Arizona State Retirement System (ASRS). Enrollment eligibility becomes effective after 27 weeks of employment.


All newly hired employees are subject to the E-Verify Employment Eligibility Verification Program.


Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Human Resources Administration at (602) 771-2870. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an EOE/ADA Reasonable Accommodation Employer.