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ADMINISTRATIVE ASSISTANT 3

Job Location:

Address:  Northeast District Wide Maintenance
2407 E Navajo Blvd
Holbrook, AZ 86025

Posting Details:

Salary Range: $42,190.00 to $52,190.00

Anticipated Salary: $47,190.00

 Grade: 17

Closing Date: January 16th, 2025

Job Summary:

Under general supervision of the Maintenance Analyst 4, this position performs a variety of moderately difficult administrative, financial and communication functions. Work assignments are varied, change frequently, and require considerable self-initiative and being able to work in a team environment. Coordinates activities and administrative matters within two or more Maintenance Units and between organizational units of one or more programs, other government agencies and the public that have moderate impact on agency operations. Primarily responsible for tasks for the Maintenance Supervisors, Superintendent and Maintenance Analyst 4. Provides customer service to ADOT employees and to the public in the Northeast District.  

Overtime during emergencies, weather events and incident management activities on weekends, nights and holidays may be required. Northeast District is a snow district and the Administrative Assistant is assigned to various shifts to staff and dispatch the radio call 24 hours a day and seven days a week when needed for storm coverage. Occasional travel and overnight stay for meetings and training is required.

Job Duties:

Purchase goods and services using State procurement and accounting systems. Conduct research to generate a variety of purchasing documents and modify as needed. Ensures compliance with all State procurement laws, rules, regulations and policies. Receives goods and services, determines appropriate distribution amounts, codes billings to correct funding source and submits documentation to accounts payable. Designated purchasing card holder. Researches outstanding accounts payable.

Assist in overseeing estimates of labor, equipment, material, and contract expenditures for the supervisors to assist with forecasting budgets. Track, review and monitor funds expended from the budget to assure to ensure current spending practices are compliant with State Procurement rules and agency guidance and that at expenditures do not exceed available allocated funds.

Utilizes the maintenance management performance system (PeCos) for assigned Org including oversight of computer entry and work reporting, analyzes work reports, for determination of accuracy of highway maintenance activities, including materials costs, equipment and equipment rental rates, personnel costs, employee related expense and other operating costs. Track expenditures and inventories of materials and fixed assets.

Establish and maintain professional, effective oral and written communications with vendors contractors, municipalities, local/public and other sections within the state. Compose professional correspondence and presentations. Utilized word processing, spreadsheet, databases, and presentation programs including those in the Microsoft Office Suite and Google Documents.

Provide administrative support to maintenance supervisors and District management staff. Providing basic assistance for answering phones, sorting any incoming mail, inputting facilities work orders or ITG/Service desk work orders for multiple District offices. Manage and Maintain the District Hub and Spoke.

Assist District leadership, engineering, construction, maintenance, development and permits teams with any required administrative functions. Provide basic assistance to Highway Operations Supervisor with regard to coordinating recruitment as on/off boarding with delegated authority prepares personnel documents for I9 process.

Attend any necessary and mandatory training, meetings. Operate a State vehicle in course and scope of conducting State business.

Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs): Knowledge:

• Knowledge of the principles and practices of administration and management
• Business math, accounting principles & practices and English/ grammar
• Office procedures, procurement, practices to include on line research to obtain contractual information, delivery information, enter purc