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. EXECUTIVE ASSISTANT Job Location: OFFCE OF INSPECTOR GENERAL Emergency Planning and Preparedness Administration
1789 West Jefferson Street, Phoenix, Arizona 85007 Posting Details: Salary: $46,254.31 - $56,533.05
Grade: 19
Closing Date: 04/30/2025 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 who 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!
DES is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. This role provides high level administrative support to the Emergency Planning and Preparedness Administration. This position monitors administrative actions, assigns them to relevant program personnel for response and ensures timeliness, reviews responses, and edits content and format for the administrator's approval and signing. Writes memos, prepares responses, and handles the administrator's schedule, which includes scheduling and preparing for all meetings. Prepares minutes and follows up on action items where applicable; engages with internal agency and partner staff as needed. Maintains correct position control data for administration. Coordinates extensively across programming areas of the administration and handles travel arrangements for administrative personnel. This job will represent the administrator and/or assist with meetings and special projects. Will assist with various special tasks as needed.
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:
• Provides the administrator and program managers technical support and administrative knowledge. Develops and implements plans in collaboration with the administrator to guarantee effective operations. Creates presentations that highlight the administration's functional responsibilities and objectives.
• Ensures timely preparation of minutes, reports, and correspondence, ensuring the Administrator is well-prepared for all meetings and handling confidential issues.
• Represents Administrator in resolving issues with internal Managers, gathering statistical data for reports and research projects, managing special projects.
• Consult with guide and guides program manager regarding goals and ensures objectives are met on time, manages paperwork, and seeks Administrator approval to ensure the smooth execution of all tasks.
• Maintains accurate position control information and performs extensive coordination between programmatic areas within the administration. Makes travel arrangements for administration staff; reviews and ensures the accuracy of travel claims submitted for reimbursement.
Knowledge of:
• Organization, procedures analysis and policy development.
• State and federal rules and regulations governing the area of assignment.
• Extensive experience with MS Office and Google Applications (GMail, Google Drive, Google Docs, Sheets, etc).
• leadership principles and practices, organization and management practices.
• Data and statistical analysis and reports Strategy and program goal development.
• Style and format of difficult and complex report preparation, routine letter and memo composition.
Skills In:
• Reading, writing and proofing documents; oral and written communication.
• Assisting an administrator in their day-to-day operations.
• Prioritizing duties and meeting timelines.
• Effective verbal and written communication with internal and external customers.
• Developing and utilizing resources and materials.
Ability to:
• Ability to use a variety of computer software.
• Use good judgment in handling complex situations.
• Work independently or as a member of a work group.
• Establish and maintain effective working relationships with staff and external partners.
• Multi-task, handle changing priorities, and set priorities.
This ideal candidate for this position will have:
• Experience in formal written correspondence as well as knowledge of data preparation and analysis.
• This position may require 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 operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
Valid Arizona driver's license.
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.
For questions about this career opportunity, please contact Shannon Anguiano at 480-876-0851 or ShannonAnguiano@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 480-876-0851 or OODHRStaffing@azdes.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.
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