Job 2943 Administrative Assistant III

Arizona Department of Administration • Phoenix, AZ

2d • Hybrid

About The Position

This position is responsible for performing advanced administrative work associated with the Information Technology Division, including providing daily support functions for several ITD Managers and staff, and acting as a point contact for the Information Technology Division.

Essential functions include but are not limited to:

Monitors and reconciles Weekly Exception Time Reporting and coordinates timekeeping activities with Payroll.
Prepares limited services contracts, purchase requisitions, as well as job postings, amendments, and work orders within ITD, as directed.
Schedules and coordinates various onsite and offsite meetings, including facilities setup, food and beverages, equipment setup, and audio conferencing. Assists with committee meetings, when needed.
Assists hiring managers with the interview process for staffing needs, as requested.
Coordinates responsibilities and duties with other support staff to ensure smooth operation of administrative and support functions.
Assists with in-office setups for new employees and contractors, as well as with termination activities for departing employees and contractors.
May compose correspondence involving matters of policy as well as routine ITD business functions.

This position may be eligible for a hybrid-telework schedule once the employee has completed three (3) months of employment and has sufficiently proven their ability to perform assigned tasks.

Public Service Loan Forgiveness (PSLF) Program qualified employer.

Requirements

• The successful candidate will have a high school diploma or GED and four years of increasingly responsible administrative experience in a fast-paced IT office environment.
• This position requires working knowledge of contracts, agreements, procurement, budgetary and/or accounting procedures; skills in MS Word, Excel, PowerPoint, Outlook, and productivity software with proficiency in open-source content management software; and the ability to work with confidential materials in a discreet manner, monitor deadlines and provide appropriate follow-up.
• This position also requires excellent written and oral communication skills, and effective planning, organizational and time management skills.

Nice To Haves

• The preferred candidate will have knowledge of ITD programs, with ability to field questions and route requests to appropriate program areas.

Responsibilities

• Monitors and reconciles Weekly Exception Time Reporting and coordinates timekeeping activities with Payroll.
• Prepares limited services contracts, purchase requisitions, as well as job postings, amendments, and work orders within ITD, as directed.
• Schedules and coordinates various onsite and offsite meetings, including facilities setup, food and beverages, equipment setup, and audio conferencing. Assists with committee meetings, when needed.
• Assists hiring managers with the interview process for staffing needs, as requested.
• Coordinates responsibilities and duties with other support staff to ensure smooth operation of administrative and support functions.
• Assists with in-office setups for new employees and contractors, as well as with termination activities for departing employees and contractors.
• May compose correspondence involving matters of policy as well as routine ITD business functions.

Benefits

• Accrued vacation pay and sick leave
• 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
• 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. The Court may terminate a remote work agreement at its discretion.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees