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Company Name : State of Arizona
Location : Coolidge, AZ 85128
Position : ADMINISTRATIVE SECRETARY
Job Description : 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 Secretary 2. 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.
Job Duties:
Provides clerical and administrative support to ATPC unit managers as directed. Manages and ensures meetings and appointments are placed on unit managers’ calendars and reserves conference rooms. Researches and responds to inquiries for information, issues and concerns requested by staff and the public both in person and by telephone.
Answers the telephone, screen calls and refers customers to the appropriate person following administration and office guidelines. Takes accurate messages and routes to the appropriate person.
Position acts as the DDD statewide emergency contact during non-business hours. Must log and prioritize calls and make connections with designated Department staff either by phone or two-way radio. When directed, takes fire system off-line for maintenance and testing, logs calls for drills and maintains schedule for fire drills. Maintains a continuous logbook of incidents and activities at the facility as specified in the procedures.Greets visitors, issues visitor passes and directs visitors; types correspondence (i.e., reports, memos, emails, etc.); creates and modifies spreadsheets and presentations; performs filing. Ensures confidentiality and privacy of information. Explains and facilitates job applications for walk-in candidates. Refers unresolved customer complaints to designated departments for further investigation.Checks in and out office and vehicle keys; schedule and coordinate use of vehicles from motor pool. Secures and places monies received in safe. Reconciles monies in safe to ledger. Logs reconciliation results.
Provides support including mailing, scanning, faxing and copying of documents. Maintains electronic and hard copy filing systems.Opens, sorts and distributes incoming correspondence. Performs data entry and scans documents. Ensures office equipment functions properly and staff are properly trained.
Responsible for ordering, verifying receipt of and ensuring supplies inventory are properly maintained.Must be flexible and willing to work other shift schedules, nights, weekends, and holidays. May be required to work overtime when necessary.
Knowledge, Skills & Abilities (KSAs):
Knowledge of Policies and procedures, federal law related to employees, and safety andaccessibility standards required in the office and other work environmentsKnowledge of Customer service practices and technique to provide good customer serviceKnowledge of Communication, conflict resolution, mediation and collaboration techniquesKnowledge of Principles and processes for providing customer and personal servicesKnowledge of Administrative and clerical procedures and systems such as word processing, managing files and records, other office proceduresKnowledge of Switchboard operation, Operation of postal equipment, Communication etiquetteSkilled in Making travel, meeting, and event arrangements and managing calendarsSkilled in Interpersonal relations with internal and external stakeholdersSkilled in Effective time management and organizational skills for managing and prioritizing tasksSkilled in Typing and data entry, Problem solvingSkilled in Oral and written communication, Customer service techniquesAbility to Remain calm and professional in dealing with potentially upset guardians and other emergency situationsAbility to Use and operate standard office equipment, switchboard, computer systems (Microsoft Word, Excel, Power Point, Outlook, internet), two-way radios, etc.
Ability to Learn and apply State, DES, and ATPC policies, procedures, and directiveAbility to Organize and prioritize work and multi-task, Attention to detailAbility to Open, screen, sort and route incoming mail appropriatelyAbility to Screen and refer incoming telephone calls to appropriate staffAbility to Work independently or collaboratively with a group
Selective Preference(s):
Prefer experience interacting and dealing with the public in a customer service environment.Experience operating a switchboard is desirable.
Pre-Employment Requirements:
In-state travel is required. This position requires possession of and ability to retain a current, valid state-issued 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.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.Employees shall have a valid Level One fingerprint clearance card issued pursuant to Arizona Revised Statute 41-2758.07 in order to work with children and vulnerable adults.
Benefits:
We offer a competitive benefits package that is unmatched by the private sector and a culture that encourages team success and advocates for personal advancement.
Affordable Health, Dental, Vision and Life and Disability Insurance10 holidays per year
-Paid Vacation and Sick time off – start earning it your 1st day
Eligible to participate in the Public Service Loan Forgiveness Program (must meet qualifications)Contribute to, and participate in the Arizona State Retirement SystemRide Share and Public Transit SubsidyCareer Advancement OpportunitiesTuition reimbursement
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 Jean Harberts at 520-483-7072 or JHarberts@azdes.gov. Persons with a disability may request a reasonable accommodation such as sign language interpreter or alternative format by contacting 520-483-7072 or JHarberts@azdes.gov.
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.
This post is listed Under Arizona jobs
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