EXECUTIVE STAFF ASSISTANT - FOD OPERATIONS MANAGER

State of Arizona - Phoenix, AZ3.6

Full-time
ARIZONA GAME AND FISH DEPARTMENT

Managing today for Wildlife tomorrow

www.azgfd.gov

EXECUTIVE STAFF ASSISTANT

“FOD Operations Manager”

FIELD OPERATIONS DIV / HEADQUARTERS / PHOENIX BASED

FLSA –Exempt / SALARY GRADE 20 ($36,814 - $65,827)

REQUISITION # 42489 / CLOSING DATE: 11/15/2018

AGENCY INFORMATION

The Arizona Game & Fish Department is responsible for managing Arizona’s fish and wildlife resource as an enduring public trust. In addition, the Department is charged with promoting safe and responsible use of watercraft and off-highway vehicles. Funding is provided from the sale of licenses and permits; watercraft registration fees; federal excise taxes on firearms, fishing equipment, boats, and other sporting goods; State lottery revenues; donations on State income tax forms; and various contracts and grants. Department policy is set by the Arizona Game and Fish Commission, whose five members are appointed by the Governor. For more information, please visit our website at www.azgfd.gov.

The mission of the Arizona Game & Fish Department is to conserve Arizona’s diverse wildlife resources and manage for safe, compatible outdoor recreation opportunities for current and future generations. It is our vision to be the national conservation leader supporting the continuation of the North American Model of Wildlife Conservation and Arizona’s most trusted, respected and credible source for wildlife conservation products, services and information.

JOB INFORMATION

The Field Operations Division (FOD) is responsible for on-the-ground implementation of all the Department’s major program areas in achieving its mission. The FOD Manager will provide direct support to the FOD Assistant Director (AD) and FOD Coordinator enabling them to work more efficiently and effectively towards reaching the division’s goals. This position will work effectively without constant and direct supervision or guidance, exhibiting sound judgment and the ability to make reasonable decisions in the absence of direction.

Major responsibilities will include:
  • Serves as the first point contact for the AD and entails keeping the business running smoothly, coordinating large projects with multiple work units, facilitating inter-departmental communications and managing numerous tasks simultaneously, with irregular challenges on the annual cycle
  • Interface will all levels of Department personnel and external agencies to complete projects, analyze and resolve problems and improve processes
  • Acts as a liaison with Department management, administrative personnel and employees and provides information, guidance and assistance pertaining to policies, processes, forms, and contacts
  • Ensures the overall quality of divisional performance and productivity regarding administrative policies and procedures including, but not limited to : travel arrangements/documents, purchasing requests, accounts payable, personnel, budget tracking, awards, taking meeting notes
  • Administer the Wildlife Manager hiring process which includes assistance in selection of applicants, receive/review documents submitted by applicants, assigned as Department contact to provide hiring process information, coordinate medical, polygraph and psychological exam & interviews scheduled
  • Develops and administers the rabies and HepB immunization program for all Department employees
  • Coordinates the public record request process for FOD and works with FOD staff and other divisions, ensuring responses meet the requests and deadlines
  • Assist the division AD with the administration of regional/branch personnel actions which includes tracking cases, monitor timelines, notify supervision of AD approval/advise employee to be notified of results and receive all documents for submittal of a complete package to HR
  • Liaison between FOD regions/branches and Funds Planning Branch for submittal of agreements
  • Performs other duties assigned
KNOWLEDGE, SKILLS AND ABILITIES

The candidate must have knowledge of/in: agency and program goals, objectives, structure and potential constraints as well as Department regulations, procedures and policies, principles and practices of department and/or state administration and management, office practices and operating procedures, customer service, budget reporting and systems, procurement and purchasing processes and systems.

Candidate must be able to manage multiple and varied complex functions in a high-volume environment, proficiency in project management, strong organizational and interpersonal skills, personnel and office management, problem solving and conflict resolution.

The ideal candidate must be able to: strategically plan and prioritize; track, review and evaluate effectiveness of plans and processes, manage multiple projects and priorities; maintain confidential/sensitive information and work with others in a team setting.

The preferred candidate will have five years of administrative/office experience working with personnel laws, rules and policies/procedures.

ADDITIONAL REQUIREMENTS

Position requires possession of and the 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.). All newly hired employees will be subject to the E-Verify Employment Eligibility Verification program. Our work environment offers training opportunities and encourages career development.

BENEFITS

The State of Arizona offers an outstanding comprehensive benefits package including:

  • 13 days vacation
  • 12 sick days with accumulation benefits
  • 10 paid holidays
  • Participation in the nationally recognized Arizona State Retirement System
  • Superior health care options
  • Vision care, dental care, pharmacy benefits, and flexible spending account (options available)
  • Life, long-term disability, and short-term disability insurance options are available
  • Many more benefit programs are available
For more information on the benefits available to State of Arizona employees, including plan descriptions, wait periods and cost, please visit www.benefitoptions.az.gov.

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer.

The Arizona Game and Fish Department is an equal opportunity, reasonable accommodations employer and complies with the Americans with Disabilities Act of 1990. If you need to request an accommodation in the employment process or would like to receive this document in an alternative format, please contact our office at (623) 236-7326 or TTY 1-800-367-8939, prior to the closing date of the job in which you are interested. We stand in support of equality for and advancement of all people based on their qualifications and actions alone without regard to race, color, religion, sex, age, disability, national origin, or any other characteristic protected by law.