LAND DEPARTMENT

Since its inception in 1915, the Arizona State Land Department has been entrusted with managing approximately 9.2 million acres of State Trust lands scattered throughout Arizona. The Common Schools (K-12) are the largest beneficiary entitled to approximately 87% of the land and receiving close to 90% of State Trust Land revenues. Through the application of sound stewardship, and effective business management principles, the Land Department can succeed in its mission of responsibly managing the assets of a multi-generational perpetual Trust in alignment with the interests of the beneficiaries and Arizona’s future. Are you ready to join us in our mission?
Please apply today!
For general information, visit our website: www.azland.gov
1110 W. Washington St, Phoenix, AZ 85007

Administrative Assistant 3

Job Location:

1110 W. Washington St.
Phoenix, AZ 85007

Posting Details:

Hourly Rate: $22.00

Grade: 17

Closing Date: Open until business needs are met  

Job Summary:

Under the guidance of the Rights of Way Section Manager, the Administrative Assistant provides administrative support to the Rights of Way Section and the Commercial Sales & Leasing Section within the Real Estate Division. The incumbent is responsible for performing a large volume of complex and time-sensitive real estate-related tasks to assist the Division staff comprised of professional right-of-way and real estate project administrators, and Section Managers. The position is responsible for accurate and timely maintenance of legal records/files and effective handling of a variety of calls, emails, and visitors.

Upon successful completion of the required training and probationary period, this position may offer the ability to work a hybrid remote work schedule, based upon the department's business needs and continual meeting of expected performance measures. All work, including remote work, should be performed within Arizona. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Job Duties:

• Accurate and timely preparation of a variety of documents, e.g., Letter of Authorization, Letter Right of Entry, Assignment Application. Accurate and timely maintenance of physical and electronic versions of division-level records and files.
• Prepare and update spreadsheets and electronic files for weekly internal meetings and approvals, e.g, Application Assignment, Application Standard Assessment Process (ASAP), Tier 1 - Commissioner Approval, Tier 2 - Board of Appeals approval. On a rotating schedule, facilitate the Agency-wide ASAP meeting.
• Respond to all electronic, telephone and written messages regarding Real Estate Division-related inquires. Screen/handle real-time calls and unscheduled visitors.
• Schedule in-person and virtual appointments and meetings. Notify Public Records Section of scheduled in-person visitors. Escort in-person attendees to on-site conference room.
• Respond to applicants, staff and public inquiries regarding applications and use of State Trust land; Organize workload and meet assigned deadlines.
• Monthly review and report to Right of Way Section Manager on internal reports supplied by other Sections related to expiring files, invoicing, accounts payable defaults, and insurance defaults.
• Office-related administrative activities, e.g. sort and distribute physical and electronic mail, use of standard office equipment, prepare and submit purchase orders related to office supplies, professional memberships, and continuing education courses.
• Serve as back up support for: Commissioner's Office reception desk, prepare and facilitate Board of Appeals meeting.
• Apply the principles, theories and concepts of the Arizona Management System; active participation in group huddles; continual identification of areas for process and quality improvement; adhere to established standard work and procedures.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Principles and practices of commercial real estate sales analysis and disposition.
• Principles of project management and coordination.
• Construction, evaluation and execution of lease, easement and sale contracts.
• Principles and practices of land use planning and management, and the associated laws, rules and regulations.
• Methods and documents r