DEPT OF EMERGENCY AND MILITARY AFFAIRS

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

ADMINISTRATIVE ASSISTANT 3

Job Location:

Papago Park Military Reservation (PPMR), Phoenix, AZ

Posting Details:

Salary: Up to $21.5021 per hour (DOE) 

Grade: 17

Closing Date: March 31, 2026

Job Summary:

Under the direct supervision of the Master Planner, this position provides administrative support for the Construction and Facilities Management Office (CFMO). The Administrative Assistant 3 provides administrative and office support activities to multiple team members of the Planning and Programming (P&P), Department of Project Management (DPM), and Facilities Maintenance (FM) for the Arizona Army National Guard (AZARNG) Construction and Facilities Management Office (CFMO). Responsibilities include managing appointments, meeting and event arrangements, filing, correspondence, meeting minutes, and document formatting and processing. Admin 3 may also process and track payments of leases and prepare supply orders as needed. Actively participates in promoting a continuous improvement workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.

Job Duties:

Responsibilities include:
• Provide administrative support to the P&P Director. Maintain appointments for the Director as needed or requested. Maintain Planning and Programming calendar: tracking vacations, medical leave, and other activities of staff. Attend meetings to take and prepare meeting minutes as required. Prepare correspondence and memorandums in accordance with military regulations, as required by Director.
• Assists Planning staff (Real Estate, Real Property, GIS, Master Planning) with support related activities, including filing, archive research, staff contact list maintenance and other administrative tasks as required. Prepare correspondence and memorandums in accordance with military regulations, as needed by Planning staff.
• Assists Department of Project Management (DPM) and Facilities Maintenance (FM) with support related activities, including the collection and processing of project close-out documents. Other administrative tasks may also be performed for DPM and FM as requested. All support activities for DPM and FM will be coordinated and approved by Master Planner.
• Prepare and submit requisitions and receiving reports through Arizona's Procurement Portal. Track related purchase orders. Prepare invoices and send to appropriate official for payment approval. Manage use of and track departmental credit cards if required. File, review, submit reconciled credit card receipts with bank statements monthly. Prepare and submit CFMO supply orders if required.
• Assists CFMO Admin 3 with various office functions and coordination of special events such as quarterly ceremony, office relocations, inventory, and any other special assignments as coordinated and approved by Master Planner.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Management, administrative practices, and operating procedures.
• Budget and invoice tracking procedures.
• Advanced level of computer applications for word processing, spreadsheets, publishing software, and presentations.
• Principles, concepts, and current practices in Arizona government organizations as they apply to accounting budgeting and fiscal controls.
• Military filing procedure/best practices.

Skilled in:
• Written and verbal communication.
• Customer service and interpersonal relationships with civilian, military, and government representatives.
• Skilled in the analysis and evaluation of budget requests and documentation for completeness and accuracy.
• Problem analysis and resolution.
• Skilled in the use of computers including MS Office products to inclu