State of Arizona :

 

Job Information
Job Title:  EXECUTIVE ASSISTANT 
Agency:  DEPARTMENT OF ECONOMIC SECURITY 
Job Reference ID:  56302 
Category:  EXECUTIVE MANAGEMENT 
Grade:  19 
Posted Date:  05/22/2020 
Close Date:  05/29/2020 
Job Description



DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona

EXECUTIVE ASSISTANT

Division of Benefits and Medical Eligibility - DBME

8620 North 22nd Avenue, Phoenix, Arizona 85021

Would you like to be part of an amazing culture that helps Arizonans reach their full potential through temporary assistance? The Arizona Department of Economic Security is looking for individuals that are committed to service, community, and teamwork.

Why Should You Apply?

We offer a competitive benefits package that is unmatched by the private sector and a culture that encourages team success and advocates for personal advancement.

-       Affordable Health, Dental and Vision

-       10 holidays per year

-       Paid Vacation and Sick time off - start earning it your 1st day

-       Life and Disability Insurance

-       Contribute to, and participate in the Arizona State Retirement System

-       Ride Share and Public Transit Subsidy

-       Career Advancement Opportunities

-       Tuition reimbursement

Interested?

Apply through azstatejobs.azdoa.gov. For questions about this career opportunity, please call Jennifer Honhoinewa at (602) 771-2066 or Email at [email protected]. Requests for accommodations can be made by calling this number or by clicking this link to access the ADA Job Board.

The Department of Economic Security (DES), Division of Benefits and Medical Eligibility is seeking an experienced, highly motivated, and innovative individual to join our team as an Executive Assistant. This position serves as the staff assistant to the FAA Systems Group, Program Administrator and Deputy Program Administrator providing technical and administrative expertise communicating with all levels of internal and external partners carrying out and monitoring assignments for completion. The position is responsible for complex administrative work and coordinating general business and logistical matters, personnel coordination, manpower planning, and making recommendations for the development and improvement of the Systems operations; special assignments; identify problem areas, recommend solutions, and implement changes ensuring work aligns with the Division Strategic Plan, Annual Improvement Plans (AIP's), and Breakthrough Objectives (BO's.) The position supervises a team of subordinates responsible for performing administrative support work for the Team including research, participating on special projects, operational planning, report preparation, attending meetings, preparing meeting minutes, etc.

Knowledge, Skills and Abilities:

-          Agency mission, goals, and vision; rules, regulations and policies.

-          Administration Strategic Plan Annual Improvement Plans, and Breakthrough Objectives; immediate and long-term goals.

-          Office and database management, techniques, and supervision for developing procedures and reports and overseeing multiple projects/assignments to meet deadlines using time management techniques following-up with minimal direction requiring and understanding of policies and procedures of the unit ad Division.

-          Principles and practices of administration to support Systems operations.

-          Microsoft Office applications (Word, Excel, Access, Outlook, PowerPoint, etc.); Internet; and use of personal computer.

-          Customer service practices and techniques.

-          Basic knowledge of Family Assistance Administration (FAA) Programs (Medical Assistance (MA), Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), and State Programs; policies and procedures.

-          Research and analysis practices and procedures; principles and practices of accounting to support logistical operations; perform complex, technical administrative work using independent judgment.

-          Leadership/team building methodologies, supervisor practices, principles of employee training methods and learning.

-          Arizona State Personnel System (ASPS), Arizona Department of Economic Security (ADES), Division of Benefits and Medical Eligibility (DBME), and FAA personnel policies and procedures including Family Medical Leave Act (FMLA); confidentiality policies, processes, and expectations; and recruitment procedures.

-          Communication, conflict resolution, mediation, and collaboration techniques.

-          Business correspondence formatting; English language for sentence structure, composition content, spelling, and grammar.

-          Providing complex administrative functions required by Administrator in an accurate and timely manner while maintaining confidentiality for an organizational team with ability to explain policies and procedures of the unit to internal and external customers and point(s) being made requiring negotiation and problem resolution skills.

-          Complex research analysis and assessment; gather and summarize date for reports; conduct technical analytic work and prepare presentation(s) for Administrator.

-          Resolving incidents/problems efficiently and effectively focusing on attention to detail.

-          Utilization of a variety of office equipment (Personal Computer, Copier, Fax Machine, Phone, etc.).

-          Excellent interpersonal, written and oral communication skills to convey and/or present information effectively.

-          Effective time management and organizational skills for managing and prioritizing tasks gathering and summarizing data for reports and following up on unresolved issues.

-          Create and/or maintain a variety of spreadsheets, databases, and correspondence ensuring compliance with Agency/Department/Unit policies and procedures.

-          Interview and written exercise techniques and processes.

-          Training, scheduling, and monitoring of resources to ensure workload is completed accurately and timely.

-          Supervise, train, mentor, direct and motivate staff on a wide variety of administrative activities.

-          Plan and review the work to meet objectives, deadlines and quality providing technical guidance when appropriate.

-          Develop and maintain interpersonal and effective working relationships with all levels of personnel in a professional manner to build and maintain strong relationships in and outside the organization communicating Program Administrator’s instructions accurately and scheduling competing meetings preparing appropriate information and follow-up, and responding timely with tact and diplomacy.

-          Engage critical thinking using logic and reasoning, exercise discretion and independent judgment making sound business decisions.

-          Work at least 40 hours per week and maintain satisfactory attendance and punctuality standards.

-          Create, maintain, and complete special projects, reports, and correspondence in an accurate and timely manner.

Licenses and Certifications:

-          In-state and out-of-state travel may be required for State business. 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 must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record in accordance with DES Fleet Management-Safety Program policy and procedures (DES 1-07-26 & DES 1-07-26-01). Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.

Qualifications:

-          Three years of administrative experience which include responsibility for related administrative support activities.

-          Good customer service skills with knowledge and experience with Microsoft Office.

-          Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired state employees

-          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 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.

 

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting (602) 771-2066.  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:  $16.07-22.42 

 

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