State of Arizona :

 

Job Information
Job Title:  ADMINISTRATION ASSISTANT I 
Agency:  DEPARTMENT OF VETERANS' SERVICES 
Job Reference ID:  44094 
Category:  ADMINISTRATIVE SUPPORT 
Grade:  13 
Posted Date:  01/11/2019 
Close Date:  01/18/2019 
Job Description



 

DEPARTMENT OF VETERANS’ SERVICES

For Arizona Veterans and those who care for them.

JOIN OUR TEAM AND SERVE THOSE WHO HAVE SERVED YOU!

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  State employees are highly engaged, collaborative and embrace a culture of public service.

 

ADMINISTRATIVE ASSISTANT I

Fulltime

3839 North 3rd Street, Suite 209

PHOENIX, AZ 85012

https://dvs.az.gov/

JOB SUMMARY:

Under the general supervision of the Executive Assistant, this position provides basic clerical and administrative support to the staff and visitors at ADVS Headquarters. Greets and directs visitors. Screens and routes phone calls. Answers routine questions and furnishes general information. Prepares and maintains a variety of reports, correspondence and other documents. Coordinates meetings and assists with agency-sponsored events and programs. Frequently deals with sensitive and confidential information. Processes mail, orders supplies and serves as primary for ail runs, deposits and warrant pick-up using agency vehicles.

JOB DUTIES: 

·         Provides clerical support functions for ADVS Headquarters (HR, Finance, Procurement, Programs and Director’s Office). Greets clients/visitors and screens for appropriate action. Screens and routes phone calls; takes messages as needed. Answers routine questions and furnishes general information. Frequently deals with sensitive and confidential information.

·         Serves as primary for mail runs, deposits and warrant pick-up to and from ADVS Headquarters, ASVH-P, ADOA and Treasurer’s office. Provides coverage for Headquarters’ reception area. Participates in special projects as assigned.

·         Prepares a variety of documents including letters and email in draft and final form. Proofreads and edits documents prior to distribution. Researches data and prepares a variety of reports. Makes photocopies, scans document and sends faxes. Creates and maintains filing and record keeping systems.

·         Assists Department Director’s Office staff with agency-sponsored events and programs by developing checklists of actions, updating deadlines and actions completed, making contacts and tracking RSVPs. Is responsible for preparation and ordering of retirement ceremony certificates and plaques. Performs other event related tasks as needed.

·         Coordinates meetings to include scheduling, setting up conference rooms, securing proper equipment and arranging for video and/or teleconferencing.  Processes mail, oversees operation/utilization of postage machine, orders supplies, coordinates maintenance of office machines. Performs other related tasks as needed.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

Knowledge of:

·         Rules, policies, procedures, program of section and work unit

·         Business English, spelling and basic math

·         Office procedures and equipment

·         Appropriate safeguards for protecting confidential data

Skill in:

·         Verbal and written communication skills

·         Interpersonal, customer service

·         Use of multi-line telephone

·         Microsoft Office Suite, Adobe Acrobat Pro, internet

·         Organization and time management

·         Research

·         Basic problem solving

Ability to:

·         Analyze and resolve basic routine problems, multi-tasking of priorities

·         Prepare correspondence, forms and reports

·         Review documents for accuracy and completeness

·         Gather and summarize data

·         Set up and maintain paper and electronic files

·         Interact professionally and respectfully with internal and external customers

·         Maintain and protect confidentiality

·         Coordinate and schedule meetings

SELECTIVE PREFERENCE(S):

-          None

EMPLOYMENT REQUIREMENTS: 

·         This position 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).

BENEFITS: 

The Arizona Department of Administration 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 Lori Mills at [email protected] or at (602) 234-8422 for assistance.

Email [email protected] or call (602) 542-4700  for assistance with the application process.  Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting INSERT CONTACT NAME AND CONTACT INFO HERE. 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.

 

 

 

 

 
Position Requirements
Position Level:    Hours:   
 Work Arrangement:     Employment Type:   
Hourly Rate:  $0.00 / per hour  Salary:  $0.00-13.50 

 

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