EARLY CHILDHOOD DEVELOPMENT AND HEALTH BOARD

First Things First (Arizona Early Childhood Development and Health Board) is an essential leader and partner in creating a family‐centered, equitable, high‐quality early childhood system that supports the development, well‐being, health and early education of all Arizona’s children, birth to age 5. Created by voter initiative in 2006, First Things First is governed by a state Board with 28 regional partnership councils. First Things First is a decentralized organization that engages diverse constituencies to accomplish its mission. Organizational values include a commitment to diversity, equity and inclusion; a focus on accountability, transparency, coordination and collaboration; and an emphasis on the outcomes that will ensure young children start kindergarten healthy and ready to succeed in school and in life.

ADMINISTRATIVE SPECIALIST III

Job Location:

Address:  4000 N Central Ave, Suite 500

Phoenix, AZ 85012

Posting Details:

Salary: $47,840.00 

Grade: 17

Job Summary:

The Administrative Specialist III will provide comprehensive administrative support for the Strategic Initiatives and Community Engagement teams. This role will involve managing administrative tasks that ensure smooth operations within the unit and assist in achieving communications strategies and goals. The position will provide internal and external customer service, organize meetings and events, develop and implement operating procedures, and support multiple projects across teams. This position requires a proactive individual with strong organizational skills and the ability to work effectively with team members across the state. This position reports to the Senior Director of Strategic Initiatives & Community Engagement.

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:

• Travel and Reimbursement Support: Coordinate travel arrangements and reimbursements for the community engagement and strategic initiatives teams. This includes leading training for staff on travel processes, and working closely with the FTF travel coordinator.
• Meeting and Event Coordination: Schedule, arrange, and support meetings and events. Responsibilities include determining locations, inviting and tracking attendees, preparing meeting materials, and managing follow-up activities. Prepare audio-visual needs and ensure meeting space setup for both virtual and in-person meetings.
  
• Communication and Record Keeping: Facilitate communication through email, phone, instant messaging and text with internal and external stakeholders. Maintain records and files, ensuring adherence to record retention procedures and proper documentation using tools such as Google Docs, Salesforce, Asana, and other CRM systems.
  
• External Community Engagement Support: Assist in preparing public awareness materials and other supplies for community engagement events. Provide logistical support to ensure events are well-coordinated and executed.
  
• Office Operations Support: Oversee inventory and order office supplies, monitor office equipment functionality, and ensure efficient office services for the Strategic Initiatives and Community Engagement team.
  
• Administrative Assistance: Manage email distribution lists and other internal communications. Support additional administrative functions of the internal FTF team including mail and back up support.
  
• Project Management Support: Assist in the coordination and execution of multiple ongoing projects, ensuring deadlines are met and tasks are completed efficiently.
  
• Collaboration and Team Support: Work closely with both the central office and regional teams to ensure smooth communication, effective operations, and strong collaboration across all activities.
  

Knowledge, Skills & Abilities (KSAs):

• Strong organizatio