ADMINISTRATIVE ASSISTANT 1 Job Listing at Arizona Department of Economic Security in Tucson, AZ (Job ID 533426)

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 1 Job Location: Address: Division Developmental Disability (DDD)
400 West Congress Street, Tucson, Arizona 85701 Posting Details: Salary: $31,200 - $35,000 
Grade: 13
Closing Date: May 3, 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 1. 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.

Job Duties:

Essential Duties and Responsibilities include but are not limited to:

• Daily retrieve and disburse incoming mail and postage outgoing mail. Incoming calls respond to general question or transfer call to appropriate staff. Assist with in-person customers dropping off or picking up checks and receipts. Manage the delegated email inbox by responding to general questions or move the emails to appropriate staff.
• Manage, report and respond to statewide vendors and contract unit on the delinquent ledger and receipts. Updating Exact software of all changes from support coordinators and vendors.
• Reporting monthly earnings to Social Security. Manage the calendar scheduling weekly and monthly meetings and trainings. Prepare materials for meeting and trainings and distribute minutes. Maintain and order office supplies and inventory and make bank runs.
• Manage incoming funds by logging into the internal database for record keeping. Make copies of checks, pay stubs and request. Review and compare voided check bank and database. Review the funds return match up to pending request in Exact and place note funds received.

Knowledge, Skills & Abilities (KSAs):

Knowledge in:

• General office practices and procedures.
• Professional phone etiquette.
• Office equipment functions.
• Methods of tracking complex work with critical timelines including planning, organization.

Skills in:

• Researching, compiling, and inputting data.
• Records management.
• Using computer software/programs, (Microsoft Office Suite, Google Workspace, cell phone).
• Professional interpersonal relationships.
• Oral and written communication while using appropriate use of grammar, punctuation and formatting various documents.
• Excellence in customer service.

Ability to:

• Think through problem situations and manage difficult phone calls.
• Learn administrative and managerial skills.
• Multi-task and complete work within required timelines.
• Sit and work on the computer for a sustained period of time.
• Relate in a positive and cooperative manner with a wide variety of people.
• Maintain confidentiality.

Selective Preference(s):

The ideal candidate for this position will have:

• Demonstrated administrative/office support in a large organization.

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

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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