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Job Information
Job Title:  ADMINISTRATIVE ASSISTANT 3 
Agency:  DEPARTMENT OF TRANSPORTATION 
Job Reference ID:  53808 
Category:  ADMINISTRATIVE 
Grade:  17 
Posted Date:  02/13/2020 
Close Date:  02/23/2020 
Job Description

The Administrative Assistant 3 performs a variety of moderately difficult administrative, personnel, financial and communication functions. Work assignments are varied, change frequently, and require considerable self-initiative and being able to work in a team environment.




  

ARIZONA DEPARTMENT OF TRANSPORTATION (ADOT)

Driving the future of transportation with a diverse and innovative team

To learn more about our team CLICK HERE

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.

 

Infrastructure Delivery and Operations Division (IDO)

ADMINISTRATIVE ASSISTANT 3

                                                                                                                                               

To learn more about the Infrastructure Delivery and Operations Division (IDO)

Click Here

LOCATION

1900 N Hwy 60 Globe Az 85501

 

JOB SUMMARY

 

The Administrative Assistant 3 performs a variety of moderately difficult administrative, personnel, financial and communication functions. Work assignments are varied, change frequently, and require considerable self-initiative and being able to work in a team environment.

 

Other duties include:

 

·         Purchase goods and services using State procurement and accounting systems. Conduct research to generate a variety of purchasing documents and modify as needed

·         Ensures compliance with all State procurement laws, rules, regulations and policies

·         Receives goods and services, determines appropriate distribution amounts, codes billings to correct funding source and submits documentation to accounts payable

·         Prepare estimates of labor, equipment, material, and contract expenditures for the supervisors to assist with forecasting budgets

·         Track, review and monitor funds expended from the budget to assure to ensure current spending practices are compliant with State Procurement rules and agency guidance and that at expenditures do not exceed available allocated funds

·         Utilizes the maintenance management performance system (PeCos) for assigned Org including oversight of computer entry and work reporting, analyzes work reports, for determination of accuracy of highway maintenance activities, including materials costs, equipment and equipment rental rates, personnel costs, employee related expense and other operating costs

·         Track expenditures and inventories of materials and fixed assets

·         Provide basic assistance to Supervisors with regard to overseeing and coordinating recruitment

 

  KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

·         Principles and practices of administration and management, to include, but not limited to business math, accounting principles & practices and English/ grammar

·         Procurement, practices to include online research to obtain contractual information, delivery information

·         Entering purchase requisitions, purchase orders

·         Budgeting and accounting principles

·         Inventory monitoring; computer systems and associated business office software, scheduling and organizing,

·         Payroll applications

·         Customer service

·         Incident management

Skills in:

·         Professional verbal and written communication

·         Time management and establishing priorities

·         Work place organization

·         Email, word processing, spreadsheet, development of tracking metrics, database and presentation software applications preferably in Microsoft or Google applications

·         Preparing reports

·         Problem solving and decision making

·         Creating and maintaining interpersonal business relationships

·         Scheduling

Ability to:

 

·         Comprehend and follow directions

·         Work under pressure and in a stressful and changing environment

·         Be flexible, adapt to interruptions

·         Plan, coordinate and analyze multiple tasks

·         Communicate effectively, both written and verbally

·         Work independently and on a team

·         Maintain a high level of confidentiality

·         Treat all customers fairly and equitably regardless of need

·         Analyze and evaluate a wide variety of highway maintenance data

·         Design and draft forms, sketches and diagrams for procurement and contract administration documents

 

PREFERRED REQUIREMENTS

Two (2) years’ experience as an Administrative Assistant 2; or three (3) years’ experience as an Administrative Assistant 1; or equivalent administrative office experience.

 

BENEFITS

The State of Arizona provides an excellent comprehensive benefits package including:

·         Affordable medical, dental, life, and short-term disability insurance plans

·         Top-ranked retirement and long-term disability plans

·         Accrued vacation at 4.00 hours bi-weekly for the first 3 years

·         sick days at  3.70 hours bi-weekly

·         10 paid holidays per year

·         Deferred compensation plan

·         Wellness plans

Please visit http://www.azdot.gov/Inside_ADOT/HR/Employment.asp to learn more about benefits given to ADOT employees.

 PRE-EMPLOYMENT REQUIREMENTS

This position requires possession of a valid Arizona Class D Driver License.  Candidates for this position must complete page 5 of the State of Arizona Application for Employment at the time of interview, which will allow ADOT to obtain the candidate's motor vehicle record (MVR).  The most recent 39-month period shown on the MVR will be reviewed in accordance with A.A.C. R2-10-207.12 (H) and (I).  The review must show an acceptable driving record prior to any offer of employment being made by ADOT.  Employment is contingent upon an acceptable MVR.

 

All newly hired employees will be subject to the E-Verify Employment Eligibility Verification Program.

ADOT supports a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of the Agency, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

To submit your resume click the "APPLY NOW" button below

Having trouble applying for this position?

Email [email protected] or call (602) 542-4700 for assistance.

 

 

 

 
Position Requirements
Position Level:    Hours:   
 Work Arrangement:     Employment Type:   
Hourly Rate:  $0.00 / per hour  Salary:  $31,100.00-38,436.00 

 

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