INDUSTRIAL COMMISSION

Are you ready to work for an exceptional state agency that works to protect the life, health and welfare of the employees in the State of Arizona? Apply with us! The Industrial Commission of Arizona (ICA) is committed to the highest standards of compliance, demonstrating leadership in all areas, and teaching and working with employers and employees to make them successful. A thriving workforce in Arizona is what we strive for and work towards each day.

ADMINISTRATIVE ASSISTANT 2

Job Location:

Address:  Arizona Department of Occupational Safety & Health/Administration Section
800 W. Washington Street, Phoenix

Posting Details:

Salary: $17.00 

Grade: 15

Closing Date: March 28, 2025

Job Summary:

This position reports to the Admin Supervisor of the Arizona Division of Occupational Safety and Health (ADOSH) and has frequent contact with the public and internal staff in the Division. The position performs data entry, prepares ADOSH correspondence, letter, memos, Salesforce chatter, and updating ADOSH un-programmed activity (UPA) matters through closure. Prepares reports for ADOSH Intake Supervisor, Admin Supervisor or Deputy Director for review on completed UPA's.

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:

Essential Duties and Responsibilities include but are not limited to:
● Access Salesforce UPA's using the ADOSH Salesforce system and review complaints or referrals submitted by a complainant or stakeholder.
● Contact the complainant or stakeholder to understand the information submitted. Based on conversation, refine or add information received.
● Contact employer to establish a point of contact and add to UPA matter as a participant. Create a matter from staging.
● Provide ADOSH Intake Supervisor or Admin sample letter to be sent to the employer for comments or update. Send the letter using the point of contact’s email or mailing address. Add notes, information received, documents, and responses in Salesforce until the matter is closed.
● Answer routine calls by stakeholders contacting ADOSH to file a complaint, request general OSHA information, and how to locate ADOSH or OSHA information on the web.
● Participates in the Arizona Management System (AMS)
● Attending, contributing and offering solutions to the Arizona Management System (AMS) in place for the Whistleblower/Investigations section. This includes small projects to improve upon a current policy and procedure in ADOSH.

Knowledge, Skills & Abilities (KSAs):

Knowledge of
● Grammar, Spelling, punctuation, and sentence structure
● Date entry and formatting
● Windows, Adobe, Google, Microsoft, Smart -Phone Apps, Salesforce, and Okta
● General Workplace Safety

Skill in:
● Word processing
● Typing, editing, and formatting
● Time management
● Answering telephones in a professional manner and directing calls
● Organization
● Analyze and interpret data
● Interpersonal relations
● Responding to inquiries from the public via in-person, telephone, email, and via mail.
● -If bi-lingual, assist staff with Spanish translation

Ability to:
● Communicate well verbally and written.
● Deal with irate/difficult customers.
● Establish and maintain cooperative and effective working relations with others
● Establish and maintain cooperative and effective working relations with others Recognize and engage those with different backgrounds, characteristics, and perspectives to bridge gaps in understanding of differing viewpoints, as well as ensuring persons with diverse perspectives are given the opportunity to collaborate and provide input in the direction making process.
● Working with a large quality of data and record accurately.
● Manage and prioritize work

Selective Preference(s):

The ideal candidate will have:
Prior administrative experience that includes data entry