DEPT OF TRANSPORTATION

Be a part of an innovative and collaborative team driving a safer transportation system for Arizona.

ADMINISTRATIVE ASSISTANT 3

Job Location:

CENTRAL MAINTENANCE LANDSCAPE CONTRACTS
1600 W. Grand Ave
Phoenix AZ 85007

Posting Details:

Salary: $40,980.06 - $50,980.06 
Anticipated Salary: $45,980.06

Grade: 17

Closing Date: October 22, 2025

Job Summary:

Under general supervision , performs a variety of Administrative functions of moderate difficulty, and serves as support staff to the Phoenix Herbicide and Landscape Maintenance/Contracts Supervisor's.

Coordinate activities and administrative matters between organizational units, of one or more programs, and that have a moderate impact on agency operations. Position is responsible for work of moderate difficulty in purchasing, accounting, payroll, Human Resources, Budget, Safety, Maintenance Budget, and planning (Pecos), Maintenance Materials, and other staff function.

Responsible for maintaining highest level of confidentiality.

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:

Provide administrative support to the supervisor. Items such as research, manpower and operational planning, preparing activity and operational reports, and special projects. Interpreting agency rules and regulations, investigating customer concerns, resolving problems or referring to the supervisor, modifies routine procedures to make improvements, coordinates and oversees program activities, coordinate administrative matters between ORG units, attend meetings and seminars. Answers phones, processing mail, enters time sheets, distributes payroll.

Performs purchasing of approved goods and services utilizing the electronic procurement system, reviews codes and assures compliance with procurement laws, generates a variety of purchase documents and modifies as needed. Receives invoices for goods and services, determines appropriate distribution amounts, with limited authority codes billings to correct funding source, and submits paperwork to Accounting. Researches outstanding accounts payable and assist with forecasting budgets. Provides basic assistance with overseeing and coordinating recruitment and staffing.

Coordinates HR matters with ORG units and prepares input documents, new hire paperwork, and benefits forms for accuracy and completeness, making corrections as needed or referring back to source for correction. Assists in researching and verifying compliance with laws, rules, policies and procedures. Operate a computer, evaluate, code and input data into established systems, including PeCOS, Advantage, HRIS, Microsoft Word and Excel. Research rules, policy manuals, files, correspondence, complaints to provide a basis for preparing reports. Responsible for purchasing of maintenance materials, supplies and equipment. Drive a vehicle in the course and scope of state business statewide.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
*Good knowledge of the principles and practices of administration and management.
*Good knowledge of agency rules, regulations and operating procedures.
*Good knowledge of APPs and PeCos computer programs.
*To include, but not limited to: on-line research to obtain contractual information, such as vendor, price, minimum quantities, delivery information, etc.; enter purchase requisitions, purchase orders and receivers into system to initiate purchase and/or payment; and modify documents as needed.
*Good knowledge of computer systems and associated business/office software such as word processing, spreadsheets, database, graphics, scheduling and organizing, communication etc.
*Good knowledge of total quality management principles and tools to facilitate continuous improvement of processes.

Skill in:
*Skill in oral and written communication.
*Skill in research and problem solving techniques.
*Skill in maintaining high level of confidentiality.
*Skill in interpersonal relationships.
*Skill in use of adding machine and calculation of figures

Ability to