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.

EXECUTIVE ASSISTANT

Job Location:

Child and Community Services Division (CCSD)
1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details:

Salary: $36,779 - $47,000 

Grade: 19

Closing Date: December 23, 2024

Job Summary:

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who 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!

DES is seeking an experienced and highly motivated individual to join our team as an Executive Assistant. This position provides high level administrative support to the Administration & Division including the monitoring of administrative actions (reports, recurring action plans, training status, etc.), assigns actions to appropriate program staff for response and ensures timeliness, reviews responses and corrects content and format for the Administrator's review and signature. Drafts memos and prepares responses to inquiries; handles various aspects of the Administrator's calendar, including scheduling and preparing for all meetings. Prepares minutes and follows up on action items when applicable. Maintains accurate position control information for Administration. Performs extensive coordination between programmatic areas within the Administration and makes travel arrangements for administration staff; reviews and ensures the accuracy of travel claims for reimbursement for the Administrator. Position represents the Administrator and/or participates in meetings and special projects with other Division leadership and/or their representatives concerning fiscal control, personnel issues, resource management, and coordination of State and Federal programs. This position may require driving or the use of a vehicle as an essential function of the job.

This position may offer the ability to work remotely within Arizona based upon the department's needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, 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:

Essential Responsibilities include but are not limited to:

• Provides administrative expertise and technical assistance to the Administrator and program managers. Prepares presentation materials representing the functional assignments and goals within the Administration.
• Ensures Administrator is prepared for all meetings, handles confidential issues for Administrator. Prepares minutes and follows up on action items when applicable. Draft, review, and submit correspondence for Administrator approval; monitors for the timely submission of reports, action plans and recurring assignments.
• Gathers statistical data to formulate, initiate, prepare reports, and research projects. May manage special projects.
• Authority to consult with and guide program managers regarding goals, objectives and timeliness. Authority to designate work assignments within Administration and monitor for completion. Coordinates paperwork for final review and Administrator approval of various types of confidential and high-level actions.
• Maintains accurate position control information for Administration. Performs extensive coordination between programmatic areas within the Administration and makes travel arrangements for administration staff.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Federal and state laws, regulations, policies that govern the pro