Description
DEPARTMENT OF ECONOMIC SECURITY Your Partner For A Stronger Arizona.
DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.
DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life. ADMINISTRATIVE ASSISTANT 1 - CARES UNIT Job Location: Division of Developmental Disabilities
1789 West Jefferson Street, Phoenix, Arizona 85007 Posting Details: Salary: $31,000-$35,000
Grade: 13
Closing Date: January 24, 2025 Job Summary:
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 that 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 Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 1 with the Cares Unit. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.
Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.
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.
Job Duties:Essential Duties and Responsibilities include but are not limited to:
• Supports and assists the Division's CARES Administrative Coordinator and Managers and the Division's CSC Specialists with grievance closure letter process, mailing of letters, ensures letters are being send out timely, and maintains the tracking of grievance closures.
• Audits grievances for compliance of the required 24-hour acknowledgment/response time for receipt of grievances from the "Grievance Manager" (CSC) to the "Assigned Worker". Audits the FOCUS QM Resolution System for entered documentation of grievance closure.
• Sorting and distributing mail. Ordering and maintaining a sufficient supply of informational brochures and pamphlets packing/mailing these items. Maintain/organize the resource room, including, lifting and moving 25-30 lbs boxes for community engagement.
• Coordinates and publishes staff calendars. Communicates appropriately and timely with staff, community and advocacy organizations and stakeholders, members, potential members, providers, other governmental
agencies, and community partners; assists in the preparation of correspondence and other documents. Inputs information into various databases.
• Assists with the Division's Medallion Program by tracking and processing requests and distributing the dentification devices that supports the member to the appropriate District office.
• Completes special projects as assigned.
Knowledge in:
• Principles and techniques of administrative support functions, such as scheduling, routine email, letter, and memo composition, etc.
• Customer Service
• Electronic file maintenance
Skills In:
• Verbal and written communication
• Problem solving and decision making
• Establishing and maintaining working relationships with internal and external stakeholders
• Compiling data and reports Organization and time management
• Multi-tasking, prioritizing and managing work flow within required time lines
• Data entry
• Using computer applications (e.g., full Microsoft Office, Adobe Acrobat, Google Workspace, etc.)
Ability to:
• Establish and maintain working relationships
• Inter-personal relations and conflict resolution
• Demonstrate tact and diplomacy in representing the department
• Maintain confidentiality and professionalism at all times and through all work
• Assume responsibility and accountability for successfully completing assignments or tasks
• Learning roles and functions of key staff in the Division
• Learn and apply Division policy and procedures.
The ideal candidate for this position will have:
• Customer Service experience
• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: 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 operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
• Successfully pass background and reference check; 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
Retirement: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.
For questions about this career opportunity, please contact Angie Otero at 480-640-6644 or aotero@azdes.gov.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 480-640-6644 or aotero@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.
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