ARIZONA DEPT OF ADMINISTRATION

Delivering results that matter by providing best in class support services.

Administrative Assistant

Job Location:

Division of Business and Finance (DBF)

Office Location: 1740 W Adams St, Phoenix, AZ 85007

Posting Details:

Salary: $19.00/Hourly 

Grade: 15

Job Summary:

The Arizona Department of Administration (ADOA), Division of Business and Finance (DBF), Central Services Bureau (CSB) is seeking an Administrative Assistant to join our team. This critical role involves assisting customers on behalf of client agencies, managing incoming and outgoing mail, handling cash and various forms of payment at a public front desk, and managing a shared email inbox. Additionally, the successful candidate will be responsible for updating contact lists and procedures related to the position. We are looking for a high-performing, detail-oriented individual who excels in a fast-paced environment and is dedicated to providing exceptional customer service.

Job Duties:

• Provides assistance and high level technical information to walk-in customers on behalf of client agencies, receives documentation and fee payments on behalf of client agencies and maintains a tracking log related to foot traffic at the public front desk window
• Handles incoming & outgoing mail including opening incoming mail, separating fee payments and logging those payments for client agencies that have contracted mail services
• Manages a shared team email inbox by forwarding correspondence to the appropriate team member and filing correspondence in the appropriate folders
• Maintains policies, procedures and informational documentation related to the position, mail services and the public front desk window operations
• Files and retains records in accordance with the State record retention schedule

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• English, spelling and grammar
• Computer software and programs, such as Microsoft Office and Google Suite
• State policies & procedures
• Cash-handling and deposits

Skills in:

• Interpersonal communication, including verbal & written
• Time management
• Organization
• Customer service
• Critical thinking
• Attention to detail

Ability to:

• Effective multi-tasking
• Handle confidential materials and information
• Troubleshoot common inquiries
• Conduct other administrative tasks as requested

Pre-Employment Requirements:

• Background and reference check, including a criminal records verification

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).

Benefits:

The Arizona Department of Administration offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
  

By providing the option of a full-time o