EXECUTIVE ASSISTANT Job Listing at Arizona Department of Economic Security in Phoenix, AZ (Job ID 529090)

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. EXECUTIVE ASSISTANT Job Location: Child and Community Services Division (CCSD)
1789 West Jefferson Street, Phoenix, Arizona 85007 Posting Details: Salary: $36,779 - $47,000
Grade: 19
Closing Date: October 2, 2024 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 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!

DES is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. This position provides high level administrative support to the Administration & Division including the monitoring of administrative actions (reports, recurring action plans, training status, etc.), assigns actions to appropriate program staff for response and ensures timeliness, reviews responses and corrects content and format for the Administrator's review and signature. Drafts memos and prepares responses to inquiries; handles various aspects of the Administrator's calendar, including scheduling and preparing for all meetings. Prepares minutes and follows up on action items when applicable. Maintains accurate position control information for Administration. Performs extensive coordination between programmatic areas within the Administration and makes travel arrangements for administration staff; reviews and ensures the accuracy of travel claims for reimbursement for the Administrator. Position represents the Administrator and/or participates in meetings and special projects with other Division leadership and/or their representatives concerning fiscal control, personnel issues, resource management, and coordination of State and Federal programs. This position may require driving or the use of a vechicle as an essential function of the job.

This position may offer the ability to work remotely within Arizona based upon the department's 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, 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 Responsibilities include but are not limited to:

• Provides administrative expertise and technical assistance to the Administrator and program managers. Prepares presentation materials representing the functional assignments and goals within the Administration.
• Ensures Administrator is prepared for all meetings, handles confidential issues for Administrator. Prepares minutes and follows up on action items when applicable. Draft, review, and submit correspondence for Administrator approval; monitors for the timely submission of reports, action plans and recurring assignments.
• Gathers statistical data to formulate, initiate, prepare reports, and research projects. May manage special projects.
• Authority to consult with and guide program managers regarding goals, objectives and timeliness. Authority to designate work assignments within Administration and monitor for completion. Coordinates paperwork for final review and Administrator approval of various types of confidential and high-level actions.
• Maintains accurate position control information for Administration. Performs extensive coordination between programmatic areas within the Administration and makes travel arrangements for administration staff.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Federal and state laws, regulations, policies that govern the programs administered
• ADOA personnel rules, policies and procedures
• Computer software programs
• Negotiating and problem solving
• Data and statistical analysis and reports
• LEAN principles

Skill in:

• Reading, writing and proofing documents
• Organizing and assisting an administrator in their day-to-day operations
• Interpersonal relations
• High comprehensive level of computer skills including Microsoft Office products
• Conducting research for a variety of projects
• Information/data analysis and review
• 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
• Analyze program operations and develop effective management improvement plans
• Establish and maintain effective working relationships with staff and external partners
• Prepare and give public presentations
• Multi-task, handle changing priorities, and set priorities
• Handle conflict resolution and come to a positive outcome
• Establish priorities and guidelines
• Provide guidance in assignments and projects

Selective Preference(s):

The ideal candidate for this position will have:

• Experience in formal written communication, data analysis, and compilation experience
• Combination of education and work experience showing three to five years of progressively higher-level executive or administrative responsibility with senior level management experience
• Experience in state government

Pre-Employment Requirements:

• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• 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.
• This position may require 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 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).

Benefits:

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.

Contact Us:

For questions about this career opportunity, please contact Yolanda Knori at (480) 435-0897 or email yknori@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 calling (480) 318-4150. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

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