EXECUTIVE ASSISTANT TO DIRECTOR

State of Arizona - Phoenix, AZ3.6

Full-time$19 - $34 an hour
SkillsBenefits
ARIZONA STATE PARKS AND TRAILS

Managing and conserving Arizona's natural, cultural and recreational resources for the benefit of the people both in our parks and through our partners.

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.

Arizona State Parks and Trails protects and preserves 30 State Parks and Natural Areas. The agency also includes the State Trails Program, outdoor-related Grants Program, the State Historic Preservation Office, as well as the Off-Highway Vehicle Program, and more. Arizona State Parks and Trails provides over 1,400 camping and RV sites throughout the parks and manages 8 of the top 25 most visited natural attractions in Arizona.

EXECUTIVE ASSISTANT TO DIRECTOR

Arizona State Parks and Trails

23751 N. 23rd Avenue #190

Phoenix, AZ 85085

azstateparks.com

JOB SUMMARY:
This position serves as the executive assistant to the Executive Director and Deputy Director(s). Directly supports high level Division and Agency related special projects, performs occasional research, analysis and comprehensive tracking and reporting, provides and contributes to recommendations and solutions to Management. Liaison for the Arizona State Parks Board (ASPB) and other boards and commissions. Produces executive level correspondence and presentations regularly. Assists in writing and editing various correspondence and reports dealing with policy, political or legislative matters, various contracts and agreements for ASPS or Governor approval. Develop reports and provide information on agency programs and policies. Other duties, as assigned.

JOB DUTIES:
Schedules meetings and/or teleconferences, books conference rooms and makes travel arrangements for Executive Director and Deputy Director(s). Maintains calendar for Executive Director. Manages logistics and meeting locations at Arizona State Parks offices and other locations throughout Arizona.

Serves as liaison for the Arizona State Parks Board (ASPB) . Drafts and finalizes correspondence for the Executive Director, Deputy Director(s) and other staff. Creates presentations with charts, spreadsheets and photos for the Executive Director and/or Deputy Director(s). Serves as liaison to other boards and/or commissions.

Creates templates of staff documents. Proofreads and edits documents for correct spelling, grammar, format, completeness and accuracy. Types documents from clear copy or rough draft, hand-written notes or transcribed from recording using a computer and prepares documents for distribution, file and to post on agency website. In accordance with Open Meeting Law posts meeting agendas and minutes in a timely manner.

Serves as liaison between the ASPS and Executive Staff with administrative and legislative leadership. Assists in the development of overall agency policies and works jointly with legislators to help assure passage of Agency legislation and budget bills. Tracks legislation impacting the agency and provides updates to Executive Director. Assist in advocating policies to Executive Director, State Parks Board and Legislature.

Assists Chief of Public Information on miscellaneous projects within the Communication Section as Executive Director requires.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):
Knowledge of:
Open Meeting Law, agency policies and procedures and analysis and policy development.
State and federal rules and regulations.
Report preparation.
Research.
Time management and organizational management.
Date gathering and summarization methods/techniques.
Project management and tracking Grammar and punctuation Correspondence preparation and communication.
Statutes impacting areas of operations.

Skilled in:
Complex administrative functions of a responsible and confidential nature.
MS Office applications at a high level.
MS Excel, Powerpoint, Word, Microsoft Outlook (mail, calendar, contacts, tasks).
Uses Microsoft Office to calendar events, meetings, appointment; in managing Executive Director's calendar and communicate changes in a timely manner to affected parties.
Skill in oral and written communication.
Macintosh OS 10 and moving between PC and OS 10 operating systems smoothly.
Must be able to transcribe digital notes quickly after each meeting into easy to read documents for all internal and external customers.

Ability to:
Accurately and timely communication to various individuals, sections/divisions.
Assign and track all assignments provided by the Director or Deputy Director(s) to ensure final and accurate completion of assignment by prescribed date.
Accurately and timely complete projects and follow-up on pending matters.
Effectively organize files and documents.
Utilize a Mac computer and a Windows based PC program and go between both systems to set up meetings as requested.
Communicate with individuals on behalf of the Executive Director or Deputy Director(s).
Gather appropriate information for Director's meetings.
Meet requirements for ASPS meetings to establish consistent format and time lines for all reports.
Establish and maintain effective relationships, to meet deadlines, maintain confidentiality.
Work with minimal supervision, and independently.
Able to travel overnight out of town.
Obtain and maintain AZ Class D drivers license.

SELECTIVE PREFERENCE(S):
Approximately 3 years previous and recent experience at an Executive Assistant level in a Management support position within a medium size and comparable operation.
Formal job related college level classes or equivalent recent experience.
Strong PC and Computer systems skills: Microsoft Word, Excel, Outlook, E-mail, and PowerPoint, Basic Database Management.

PRE-EMPLOYMENT REQUIREMENTS:
Have a current, valid state issued driver’s license appropriate to the assignment. Employee is subject to driver’s license record checks and must maintain an acceptable driving record, valid motor vehicle insurance and registration, and must complete any required training (see Arizona Administrative Code R2-10-207.12)
Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
Successfully pass reference checks. Employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.

BENEFITS:
Arizona State Parks and Trails 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.

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer