DEPARTMENT OF CHILD SAFETY

The Arizona Department of child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

ADMINISTRATIVE ASSISTANT 2

Job Location:

LEGAL SERVICES
1818 E Sky Harbor Circle North Phoenix, AZ 

Posting Details:

Salary: $15.0150 HRLY/$31,231.20 Salary 

Grade: 15

Closing Date: November 22, 2024

Job Summary:

This position supports the Distribution Center for the General Legal Services Administration (GLSA) and is responsible for distributing and handling closed records case files for all five Department of Child Safety (DCS) regions (Northwest, Northeast, Maricopa West, Maricopa East, and South).

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:

• Distributes and handles closed records to ensure retention schedules are being followed.
  
• Prepares closed document forms for the purpose of coding, organizing or indexing information according to agency and/or division/section procedures.
  
• Provides effective customer service to internal/external customers. Interacts with staff from the Arizona State Library and Archives. Coordinates transfer of appropriate records to State Records Center and State Archives. Authorizes all transactions and coordinates disposal of appropriate records.
  
• Provides assistance and information to all field units, offices, and agency managers that request information/assistance for problems relating to records management.
  
• Attends office meetings, completes all mandatory training, and attends all necessary trainings. Supports the DCS management system/Arizona
• Management System (AMS) by updating huddle boards, charts, etc.
  
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Basic office equipment including personal computer, fax, copier and telephone
  
• Numerical/Alphabet sequences

Skills in:

• Legible penmanship
  
• Verbal and written communication
  
• Establishing and maintaining interpersonal relationships
  
• Organization and time-management
  
• Providing excellent customer service

Ability to:

• Follow instructions
  
• Analyze and establish priorities
  
• Distribute a variety of closed case records
  
• Review and respond to records request in a timely manner
  
• Learn records management, record keeping, inventory control procedures/practices, federal/state laws, regulations, policies, and procedures/practices regarding retention schedules

Selective Preference(s):

N/A

Pre-Employment Requirements:

The ability to secure and maintain clearance from the DCS Central Registry.

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.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short