SECRETARY OF STATE (DEPT OF STATE)

SECRETARY OF STATE (DEPT OF STATE)

The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:

Preserve our history

Promote engagement; and

Protect the future

The office strives to achieve this mission by being trusted, accessible, innovative, and secure

Administrative Support Specialist

Job Location:

Address: 1700 W. Washington St. | Phoenix, AZ 85007

Posting Details:

Hourly Rate: $21.63 

**This position is fully in-office, there are No Remote Options. We’re looking for someone with open availability who can work some weekends and put in overtime during our busiest times. **

Job Summary:

The Administrative Support Specialist is an essential position to provide support to the Elections Division. This position is responsible for performing a variety of administrative tasks, including action assignments, election-related projects and customer service. General responsibilities including coordinating general office activities, tracking requests and correspondence, responding to inquiries, scheduling, meetings and maintaining files. Administration duties include preparing purchase orders and reimbursement forms. Utilizes resources and tools for problem solving.

Job Duties:

Schedule, organize, arrange and prepare for meetings; attend meetings to provide support when needed; take meeting minutes, action items, and follows-up. Assist in drafting letters and other correspondence. Responsible for tracking progress and results for election-related projects and maintaining documentation. Responsible for maintaining distribution lists.

Provide support in the planning of the statewide Logic and Accuracy testing process, including the preparation of ballots, tabulation, and coordination of related logistical activities to ensure compliance with established election protocols. Responsible for tracking requests and correspondence.

Responsible for tracking and maintaining documentation, sending out registration and communications including responses for Election Officer Certification and Recertification trainings.

Provide customer service support on general phone lines and the Elections inbox as needed.

Create purchase orders, prepare reimbursements and maintain supplies within the Elections Division.

Assist with candidate, initiative, referendum and recall filings and reviewing petitions.

Assist with proofing, which includes but is not limited to handbooks, guides, and the Publicity Pamphlet.

Knowledge, Skills & Abilities (KSAs):

Knowledge:
- Knowledge of Microsoft products including Word, Excel, PowerPoint, Outlook, Etc.
- Knowledge in professional writing and oral communication.

Skills:
- Developed interpersonal, written, and oral communication skills to communicate clearly and effectively with constituents, election officials, managers and representatives of the State.
- Can deliver excellent customer service via diverse delivery mediums, including in-person, telephone and electronic
- Ability to appropriately develop tools and analyze compliance, formulate and identify effective solutions to problems.
- Conduct research and extract, compile, analyze, and present information in support of contract compliance and benchmarking.

Ability:
- Balance, prioritize and organize multiple tasks
- Manage time effectively
- Work collaboratively in teams and across organizations
- Be highly efficient and well organized
- Maintain strict confidentiality

Selective Preference(s):

AZ Driver's License; Obtain Election Officer Certification within the next schedule class after hiring; Must be an eligible voter.

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.

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