Job: Switchboard Operator 1(Job Id 35322)

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Job Description

01/12/2018 01/19/2018
ADMINISTRATIVE SUPPORT 8
COOLIDGE 10.40-0.00

Department of Economic Security

Providing Opportunity, Assistance and Care for Arizonans in need!

Switchboard Operator 1

Division of Developmental Disabilities

Arizona Training Program at Coolidge

2800 North Highway 87

Coolidge, AZ 85128

                                                                       www.azdes.gov

JOB SUMMARY:

Position provides clerical and administrative support to ATPC unit managers as directed.  Manages and ensures meetings and appointments are placed on unit managers' calendars and reserves conference rooms. Researches and responds to inquiries for information, issues and concerns requested by staff and the public both in person and by telephone.  Greets visitors, issues visitor passes and directs visitors; types correspondence (i.e., reports, memos, emails, etc.); creates and modifies spreadsheets and presentations; performs filing.  Ensures confidentiality and privacy of information.  Checks in and out office and vehicle keys; schedule and coordinate use of vehicles from motor pool.  Secures and places monies received in safe.  

Must be flexible and willing to work other shift schedules, nights, weekends, and holidays.  May be required to work overtime when necessary.

 

JOB DUTIES: 

Major duties and responsibilities include but are not limited to:

 

- Responsible for providing switchboard coverage seven (7) days a week/24 hour a day as well as interacting with individuals with intellectual disabilities in a large facility.  Switchboard consists of 12 trunk lines with more than 200 extensions.  Switchboard is the central communication point for all emergencies, (e.g. fire, medical, and police communications as well as all incoming calls). 

 - Position acts as the DDD statewide emergency contact during non-business hours.  Must log and prioritize calls, and make connections with designated Department staff either by phone or two-way radio.  When directed, takes fire system off-line for maintenance and testing, logs calls for drills and maintains schedule for fire drills.  Maintains a continuous logbook of incidents and activities at the facility as specified in the procedures.

 - Provides clerical and administrative support to ATPC unit managers as directed.  Manages and ensures meetings and appointments are placed on unit managers' calendars and reserves conference rooms. Researches and responds to inquiries for information, issues and concerns requested by staff and the public both in person and by telephone. 

  - Greets visitors, issues visitor passes and directs visitors; types correspondence (i.e., reports, memos, emails, etc.); creates and modifies spreadsheets and presentations; performs filing.  Ensures confidentiality and privacy of information.  Explains and facilitates job applications for walk-in candidates.

   - Provides support including mailing, scanning, faxing and copying of documents.  Maintains electronic and hard copy filing systems. 

- Responsible for ordering, verifying receipt of and ensuring supplies inventory are properly maintained.

- Opens, sorts and distributes incoming correspondence.  Performs data entry and scans documents.  Ensures office equipment functions properly and staff are properly trained.

  

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

Knowledge of:

-          Communication etiquette

-          Operation of postal equipment

-          Office management systems and procedures

-          Switchboard operation

-          Interdisciplinary team process

Skill in:

-          Oral & written communication

-          Problem solving

-          Multi-tasking and prioritizing

-          Time management and motivation

-          Making travel, meeting, and event arrangements and managing calendars

-          Teamwork and team building

-          Interpersonal relations with internal and external stakeholders

 

Ability to:

 

-          Remain calm and professional in dealing with potentially upset guardians and other emergency situations

-          Use and operate standard office equipment, switchboard, computer systems (Microsoft Word, Excel, Power Point, Outlook, internet), two-way radios, etc.

-          Organize and prioritize work and multi-task

-          Learn and apply State, DES, and ATPC policies, procedures, and directives

-          Attention to detail

 

 

 

SELECTIVE PREFERENCE(S):

-          Prefer experience interacting and dealing with the public.  Experience operating a switchboard is desirable.

PRE-EMPLOYMENT REQUIREMENTS: 

 

-          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).

 

-          Apply for and show proof of receipt of a valid Arizona Fingerprint Clearance Card that meets Level One requirements.

 

-          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 a search of 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. 

 

 

-          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.

 

 

 

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 602-542-0087 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.