DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.

DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life.

ADMINISTRATIVE ASSISTANT 3

Job Location:

Division of Aging and Adult Services (DAAS)
Address:  1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details:

Salary: $21.50 Hourly 

Grade: 17

Closing Date: 2/14/2025

Job Summary:

Would you like to be part of an amazing team that makes Arizona stronger by helping Arizonans reach their full potential through temporary assistance for those in need, and care for the vulnerable? The Arizona Department of Economic Security (DES) is looking for individuals that are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES’ video. Come Join the DES Team!

The Department of Economic Security, Division of Aging and Adult Services, seeks an experienced and highly motivated individual to join our team as an Administrative Assistant 3 with Finance and Business Operations. DAAS supports at-risk Arizonans to meet their basic needs and to live safely, with dignity and independence. Services and programs reach a diverse population of Arizonans.

Under general supervision, this position performs a variety of complex administrative work. The position provides administrative support for the division’s Finance Business and Operations Administration, by building professional relationships to meet the business needs, handling the purchasing and receiving, coordinate and schedule deliveries, record keeping, supply and equipment purchasing, inventory, draft and maintain operating procedures or processes, as well as occasionally driving State fleet vehicles as needed for the business.

Job Duties:

Essential Duties and Responsibilities include but are not limited to:

• Back-up contact for some of the DAAS purchasing activities and receiving activities. This includes entering requisitions, obtaining quotes if needed for requisitions, verifying goods or services were received, and entering receipts into the Arizona Procurement Portal.
  
• Coordinating and scheduling deliveries, and office maintenance/ technical appointments.
  
• Prepare travel arrangements and other agency record keeping related to travel arrangements including Ghost card charges and receipts.
  
• First point of contact for 1789 W Jefferson 3rd floor NW, greet visitors, office and cubicle needs, sort and distribute mail, maintain inventory, and purchase supplies and equipment in compliance with procurement rules.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Principles and practices of effective administration and management.
  
• Agency Rules and regulations and operating procedures
  
• Overseeing multiple projects/assignments, setting priorities, and meeting deadlines; Following up on assignments with minimum direction
  

Skills in:

• Quickly mastering new systems and procedures.
  
• Interpersonal relations and dealing with co-workers using appropriate resourcefulness.
  
• Planning, prioritizing, and managing workload to effectively and timely accomplish tasks.
  
• Verbal and written communication
  
• Time Management
  
• Analyzing information, problem-solving, and multi-tasking.
  

Ability to:

• Plan, analyze, coordinate activities, and correctly prioritize tasks in a dynamic work environment.
  
• Plan, organize, and coordinate tasks to meet deadlines.
  
• Establish and maintain working relationships with co-workers.

Selective Preference(s):

The ideal candidate for this position will have:

• Experience in administrative support and dealing with multiple levels of management, preparing spreadsheets and summary reports.