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 STAFF ASSISTANT
Job Location:
Division of Aging and Adult Services (DAAS)
Address: 1789 West Jefferson Street, Phoenix, Arizona 85007
Posting Details:
Salary: $27.00 - $30.67 hourly
Grade: 20
Closing Date: October 25, 2024
Job Summary:
Under general supervision of the DAAS Assistant Director’s Office, this position reports to and provides technical and administrative expertise to the Assistant Director. This position assists in the review and routing of official correspondence, coordinates and conducts a variety of special projects, attends events and meetings with other groups and agencies, coordinates activities with other organization units within the agency, prepares a variety of administrative reports on behalf of the AD office, coordinates employee recognition and engagement activities, facilitates presentations, manages calendars, and is a key team member for DAAS.
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:
- Provide administrative expertise and technical assistance to the Assistant Director (AD) and division leadership to develop and implement strategies for efficient operations. Consult with and guide Division Administrators regarding goals, objectives, accountability, and quality standards. Authority to assign projects, work assignments and monitor completion of assignments to the program administrators on behalf of AD.
- Assist in coordinating response to Correspondence Control Actions, client complaints/inquiries ensuring responses meet timelines. Coordinate legislative requests and legislative tracking reports. Provide administrative assistance to Assistant Director and division leadership such as maintaining calendars, managing travel requests and reimbursement, new employee onboarding, and maintenance requests.
- Research, compile, and analyze information. Coordinate various types of confidential and high-level actions/paperwork for final review and the Assistant Director's approval and signature. Attend meeting, takes notes, and relay necessary information to Division representatives, as appropriate. Plan, coordinate and implement special projects as assigned.
- Function as liaison for the Assistant Director and division leadership in guiding Administrators on work plans and operational strategies. Serves as liaison to the Director's Office and all DES Divisions.
Knowledge, Skills & Abilities (KSAs):
Knowledge of:
- Applicable federal and state statutes, regulations, and policies governing programs administered.
- Federal and state fiscal/accounting laws, regulations, procedures, and policies.
- Organization and management of federal, state, and local agencies, entities which fund and/or deliver services.
- Human service administration and management techniques.
Skill in:
- Oral and written communication
- Reading, writing and proofing documents (i.e. alerts, grants, plans, brochures, etc)
- Conducting research for a variety of projects
- Using a variety of computer software packages (e.g., Excel, Word, databases, Access, PowerPoint, Google Suite, etc.)
Ability to:
- Write clear, concise and accurate reports and correspondence
- Handle issues and projects of a confidential and sensitive nature
- Establish and maintain effective working relationships with leadership, division management, e employees and internal and external stakeholders
- Multi-task, handle changing priorities and set priorities
Selective Preference(s):
The ideal candidate for this position will have:
- Three years of high level administrative experience or project coordination
- Strong writing and editing skills (testing will be required)
- A Bachelor's degree in Business or Public Administration, English 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 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).
- All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
- 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.
- Candidates for this position shall be subject to a search of both the Child Protective Services Central Registry pursuant to A.R.S. 8-804 and the Adult Protective Services Registry pursuant to A.R.S. 46-459.
- Candidate shall have or meet the requirements to obtain prior to their first day of employment, a valid Level One Arizona fingerprint clearance card issued pursuant to Arizona Revised Statute 41-1758.07 in order to work with children and vulnerable adults.
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.
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 Francine Halle at (602) 723-2662 or daashr@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 Francine Halle at (602) 723-2662. Requests should be made as early as possible to allow time to arrange the accommodation.
