ADMINISTRATIVE ASSISTANT 3 Job Listing at Arizona Department of Economic Security in Phoenix, AZ (Job ID 532345)

Description

DEPARTMENT OF ECONOMIC SECURITY Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.

DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life. ADMINISTRATIVE ASSISTANT 3 Job Location: Address: Division of Developmental Disabilities (DDD)
1789 West Jefferson Street, Phoenix, Arizona 85007 Posting Details: Salary: $36,000-$40,100 
Grade: 17
Closing Date: March 15, 2025 Job Summary:

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES), we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals that are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES' video. Come join the DES Team!

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 3. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Job Duties:

Essential Duties and Responsibilities include but are not limited to:

• Conducts initial administrative review of Home and Community Based Services (HCBS) Certification applications. Makes appropriate notes in electronic systems. Verifies documents stored on the Office of Licensing Certification and Regulation (OLCR) Shared Drive.
• With minimal supervision, confers with supervisor, other Division staff, persons from community agencies, organizations, & businesses on a variety of subjects and issues.
• Answers and/or researches needed information from e-mail or phone calls from various staff or other entity requesting assistance, ensuring complete and timely responses. Works with members and families to resolve issues. Reports on issues that are not resolved.
• Develops spreadsheets. Reviews spreadsheets to determine which Qualified Vendor (QVs) have submitted renewal applications & have an Arizona Healthcare Cost Containment Systems (AHCCCS) termination date; Placing QVs on the Priority spreadsheet to assist the HCBS Certification Specialist in prioritizing applications. Maintains & enters information in a timely manner. Maintains &utilizes a tracking system to ensure timely submission of internal and external assignments/work products.
• Assists with developing and mailing monthly renewal letters for Independent Providers. Communicate with Independent Provider Coordinators (IPC) if corrections need to be made to the letters.
• Provides administrative support to the Program Manager and HCBS Certification Supervisors and Administrator by scheduling meetings, taking notes, and participating in meetings.
• Reviews the queue in the HCBS Focus application. Identifies reactivation applications. Placing reactivation applications on the Priority spreadsheet.
• Serves as OLCR office back up manager, when needed ensuring a compliance with DES, DDD, policies and procedures, promoting a professional and customer service environment and maintaining office support coverage, office equipment, supplies, etc.

Knowledge, Skills & Abilities (KSAs):

Knowledge in:

• Microsoft Office including Calendaring Programs, Word, and Excel Google Suite including Sheets and Docs.
• Principles and Practices of Office Administration and time management.
• Appropriate use of grammar, punctuation, and formatting various documents.
• Electronic records management and methods for tracking complex work with critical time lines.
• Automation systems, including database management programs, word processing, and web-based applications sufficient to prepare written and/or automated reports and coordinate/schedule workload and paper flow.
• Methods for tracking complex work with critical time lines.
• Basic program rules, regulations, and operations procedures.
• Principles of customer service.

Skills in:

• Customer Service.
• Oral and written communication.
• Utilizing databases and web-based application.
• Data entry.
• Planning, organization, and time management.
• Organizational and workload management.
• Phone etiquette.

Ability to:

• Learn and apply OLCR rules, policies, and operating procedures.
• Manage multiple priorities and complete tasks within the required timelines.
• Communicate with and take direction from multiple layers of management.
• Work effectively with a wide range of personalities and team members.
• Perform repetitious tasks.
• Be adaptable/flexible.
• Use independent judgment and work independently.
• Think through problem situations and manage difficult phone calls.
• Work on the computer for a sustained period of time.
• Take and produce meeting minutes.
• Learn and apply office procedures related to the DDD.
• Work in a fast paced environment.
• Maintain confidentiality and professionalism at all times and through work.
• Relate positively and cooperatively with a wide variety of people.
  
  

Selective Preference(s):

The ideal candidate for this position will have:

• Three years of responsible administrative experience; or a Bachelor's degree in Business Administration or closely related field from an accredited college or university.

Pre-Employment Requirements:

• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to Driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
• Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page.

Retirement:

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

Contact Us:

For questions about this career opportunity, please contact Stacie Austin at 602-908-6208 or saustin@azdes.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-908-6208 or saustin@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.

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