Executive Assistant

State of Arizona - Phoenix, AZ (30+ days ago)3.6


DEPARTMENT OF ECONOMIC SECURITY

Providing Opportunity, Assistance and Care for Arizonans in need!

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.

EXECUTIVE ASSISTANT

Division of Developmental Disabilities

1789 W. Jefferson Street

Phoenix, AZ 85007

www.azdes.gov

JOB SUMMARY:
The Division of Developmental Disabilities (DDD) is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. Under the direction of the Human Resources Administrator, this position with perform a variety of complex HR-related administrative tasks, including research, conferring with management and special projects.

JOB DUTIES:
  • Assures the discreet handling of all Human Resources (HR) business; manages assigned HR priorities including administrative detail on all projects.
  • Reviews and processes purchase order requests.
  • Assists supervisors with employee performance documents and electronic time card issues; imports documents into OnBase.
  • Schedules meetings for department policy reviews; develops feedback/response to Executive Management on behalf of the HR Administrator.
  • Researches regulations and laws applicable to state and federal statutes, department policies and procedures and personnel rules; responds to inquiries and interfaces with state and federal governing bodies as need to ensure proper interpretation of regulations.
  • Analyzes existing HR management and operating procedures; develops procedures for implementation of programs and services.
  • Prepares correspondence for HR Administrator, Deputy HR Administrator and managers; assists operating officials in program evaluation and the development of program controls.
  • Conducts research, writes reports and recommendations; compiles statistics regarding program feasibility and needs. Creates charts, graphs, summaries and position papers as assigned.
  • Schedules and coordinates interviews related to confidential issues; drafts follow up correspondence and personnel actions for progressive discipline and performance improvement.
  • Tracks personnel activities using a spreadsheet for computer software; provides timely status updates to HR Administrator.
  • Prepares classification action requests to help ensure the accuracy of org charts and staffing levels within cost centers; handles the tracking of temporary employees to include hires and terminations; communicates with Finance team and provides regular reports on expenses.
  • Manages special projects to include – web page development, maintenance of SharePoint sites, and the coordination of meetings. Attends meetings and workshops as required, conducts HR-related presentations.
KNOWLEDGE, SKILLS AND ABILITIES (KSAs):
Knowledge of:
  • ADOA Personnel Rules; DES Policies and Procedures; Human Resource Information System (HRIS) and databases; Personnel actions, forms, and documents; high level administrative office support.
  • Business correspondence formatting, grammar, spelling, and punctuation; computer generated reports and graphs; Microsoft office products: excel, word, outlook, PowerPoint, access, Visio, etc.; research and planning principles.
  • Organization and management practices; customer service techniques; standard office equipment usage.
Skills in:
  • Maintaining confidentiality
  • Adhering to federal, state, department and division policies and procedures; independent analysis and evaluation of documents, reports, statistical data
  • Developing and utilizing resources and materials; reviewing and summarizing documents: coordinating and planning activities; leadership techniques; effective verbal and written communication with internal and external customers;
  • Following written and verbal instructions. Prioritizing and organization; coordinating and scheduling meetings, conference calls: travel arrangements; public speaking.
Ability to:
  • Communicate effectively; work in a fast paced environment.
  • Multi-task, set priorities and manage diverse range of administrative functions, develop effective operating procedures; problem solve various issues; execute appropriate independent judgment; plan, organize, develop resources and coordinate activities across multiple assignments.
  • Establish and maintain effective working relationships; respond to all customers with fact, diplomacy, accuracy, and appropriate and timely information;
  • Communicate Administrators instructions accurately, clearly and timely.
SELECTIVE PREFERENCE(S):
  • Two (2) years of high level administrative experience; or a Bachelor’s degree in a field appropriate to the assignment from an accredited college or university and one (1) year high level administrative experience.
PRE-EMPLOYMENT REQUIREMENTS:
  • Valid Arizona Driver's License. In-state travel is required. Requires possession of and ability to retain a current, valid state-issue 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.). 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.
  • 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.
BENEFITS:
The Department of Economic Security 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 call 602-771-2909 for assistance.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-364-3981. 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.