Administrative Assistant 3 (DAAS) - Phoenix Arizona

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES’ video. Come Join the DES Team!

The Department of Economic Security, Division of Aging and Adult Services, seeks an experienced and highly motivated individual to join our team as an Administrative Assistant 3 with the Finance and Business Operations Unit. DAAS supports at-risk Arizonans to meet their basic needs and to live safely, with dignity and independence. Services and programs reach a diverse population of Arizonans.

With direction, perform a variety of complex administrative and project-oriented tasks, processing requests, resolving issues, and maintaining records and reports for fleet, facilities, projects, and equipment for designated locations. Responsible for scheduling reservations and maintenance, coordinating, driving/relocating, and tracking usage for fleet vehicles in designated DAAS locations. The candidate will also prepare a variety of technical and administrative reports and serve as a local area coordinator requiring them to travel to Lake Havasu, Bullhead City, Kingman and Yuma once a month.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Essential Duties and Responsibilities include but are not limited to:

• Position requires driving DAAS fleet vehicles between DAAS locations, repair facilities, and ADOT throughout Arizona. Update, monitor, audit, and report all necessary reservation data, fleet shortages, movements, lost or missing keys or vehicles, update photos of each vehicle each quarter.
• Serves as the general Unit/Division support by scheduling Unit Staff and other meetings as requested. Setting up equipment for meetings, hoteling stations, duplication documentation, providing phone/reception area backup, and completing other duties as required for designated locations.
• Update, monitor, audit, and report all necessary facility and equipment issues for designated locations and point of contact for scheduled construction and deliveries for DAAS.
• Serves as the Local Area Coordinator for the DAAS Lake Havasu, Bullhead City, Kingman and Yuma office. This Candidate will need to travel to the assigned areas of Lake Havasu, Bullhead City, Kingman and Yuma once a month. However, depending on candidate’s home location, employee will be based out of the Phoenix, Glendale, Peoria or Apache Junction office.

Knowledge of:

• Principles and practices of administration with special reference to organization, project management.
• Agency, division, and unit rules, regulations, and operating procedures.
• Computer software packages (e.g., Excel, Word, Access, Outlook, etc.) and Procure AZ for entering requisitions.

Skills in:

• Conducting research and independently analyzing data and issues, detecting trends and potential problem areas, and focusing on solutions.
• Researching, prioritizing, and following up on issues and concerns.
• Business process management, process improvement and resource management
• Maintaining credibility, trust, and support with colleagues throughout the organization

Ability to:

• Handle matters expeditiously, and proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Build relationships and collaborate effectively with all levels of internal/external customers/ partners.
• Comprehend, analyze, interpret, and reconcile financial data.
• Learn and adopt new technological or process changes.

The ideal candidate for this position will have:

• A minimum of 1 year of experience with Administrative and project-oriented responsibilities. Preference to candidates with fleet maintenance, scheduling, and logistics experience.
• Prior experience with Google calendar, Google docs, Google sheets preferred.

• In-state travel required. Driver’s License Requirements Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.