LAND DEPARTMENT

Since its inception in 1915, the Arizona State Land Department has been entrusted with managing approximately 9.2 million acres of State Trust lands scattered throughout Arizona. The Common Schools (K-12) are the largest beneficiary entitled to approximately 87% of the land and receiving close to 90% of State Trust Land revenues. Through the application of sound stewardship, and effective business management principles, the Land Department can succeed in its mission of responsibly managing the assets of a multi-generational perpetual Trust in alignment with the interests of the beneficiaries and Arizona’s future. Are you ready to join us in our mission?
Please apply today!
For general information, visit our website: www.azland.gov
1110 W. Washington St, Phoenix, AZ 85007

Administrative Assistant 3

Job Location:

1110 W. Washington St.
Phoenix, AZ 85007

Posting Details:

Pay rate: $22.00 hour

Grade: 17

Closing Date: Open until business needs are met

Job Summary:

Under the guidance of the Real Estate Division Section Managers, the Administrative Assistant III provides administrative support to the Rights of Way, Commercial Sales & Leasing, and Planning & Engineering Sections. The incumbent is responsible for performing a large volume of administrative and time-sensitive tasks to assist all staff within the Real Estate Division. This position is responsible for accurate and timely maintenance of internal and external meeting scheduling and agendas, reviewing and routing inquires, creating and maintaining electronic files, routing documents for review and approval, and effectively handling a variety of calls, emails, and visitors.

This position is primarily in-office, and offers a flexible scheduling option of 30-40 hours per week.

Job Duties:

-Accurate and timely preparation and maintenance of a variety of documents based on existing templates, including physical and electronic versions of division-level records and files.
-Prepare and update spreadsheets and electronic files for weekly internal meetings and approvals. On a rotating schedule, facilitate the Agency-wide application review meeting.
-Respond to all electronic, telephone and written messages regarding Real Estate Division-related inquires. Screen/handle real-time calls and visitors.
-Work with internal and external customers to schedule and facilitate meetings by coordinating attendee availability, routing draft and final agendas, scheduling conference rooms, and escorting in-person visitors to meeting locations.
-Collect and organize for management review monthly reports provided by other sections for expiring files, invoicing, accounts payable defaults, and insurance defaults.
-Office-related administrative duties and activities; sort and distribute physical and electronic mail, use of standard office equipment, prepare and submit purchase orders related to office supplies, professional memberships, and continuing education courses.
-Serve as back up support for Commissioner's Office reception desk.
-Arizona Management System participation; group huddles and 1:1 coaching sessions; continual identification of areas for process and quality improvement; adherence to established standard work and procedures.
-Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
-Principles and practices of basic to complex administrative support procedures and activities
-Document and letter preparation
-Scheduling and calendar maintenance
-Spreadsheet usage and tracking
-Computer programs, including Microsoft Office, Google Suite, and Salesforce
-Basic project management and coordination
-Principles, practices and understanding of basic real estate related activities such as sales and leasing, rights of way, and land use planning

Skilled In:
-Advanced verbal and written communication
-Locating and selecting the most appropriate guidelines for various circumstances
-Organization and time management
-Supporting 20-30 team members
-Collaboration to obtain support, cooperation, and timely action or change from involved parties
-Providing excellent customer service to various levels of government, business officials, and the public

Ability To:
-Compose correspondence and documentation according to Department policy and procedures
-Gather and summarize data for reports
-Decipher large amounts of complex information