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ADMINISTRATIVE ASSISTANT 3

Job Location:

Address:  NORTH CENTRAL DISTRICT WIDE MAINTENANCE
1959 S Woodland Village
Flagstaff AZ 86001

Posting Details:

Salary: $42,190.00 - $52,190.00 
Anticipated Salary: $47,190.00

Grade: 17

Closing Date: 03/06/2025

Job Summary:

Under general supervision, this position is responsible for performing a wide variety of administrative, procurement, financial and communication functions of moderate difficulty between the Northcentral District and other State organizations and vendors.

This position serves as support staff to the District Management Analyst, District Superintendents, District Maintenance Supervisors, and crew members. Position is primarily responsible for purchasing materials, equipment and services, accounting, data processing, payroll inventory, safety, operation and maintenance budgets. Coordinates activities and administrative matters between multiple units, of one or more programs. Answers questions and solving problems.

Overtime may apply during inclement weather. Work multi line phones and two-way radio dispatch during winter months on weekends, nights and holidays. Occasional travel and overnight stay. Responsible
for maintaining a high 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:

Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws, rules, regulations and policies.

Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws, rules, regulations and policies.

Answers phones, greets customers, enters time sheets, processes and distributes mail, coordinates payroll hours with PeCoS for accuracy. Performs specialized research and budget estimating for Unit Supervisor and Analyst. Prepares reports for a variety of activities and operational functions. Assists Analyst with fiscal expenditures and identifying trends for future budget preparation. Use of a state vehicle in the course of job duties. Assists in researching compliance with contracts, laws and rules.

Attends meetings, training and workshops. Works the Northcentral Snow Desk during the winter months as required, working dispatch to communicate roadway weather conditions and incidents to the appropriate departments (DPS & TOC) for daily coverage. Utilizes AZ511 as needed to document roadway conditions during Snow Desk coverage. Provides basic assistance with coordinating recruitment and staffing. Responsible for maintaining the highest level of confidentiality.

Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge:
*Principles and practices of administrative processes, (including but not limited to; business math, accounting principles and practices, and English/grammar).
*Agency rules, regulations & operation procedures. Procurement & office procedures, PeCoS reporting & coding, inventory monitoring & customer relations.
*Arizona Procurement Portal (including but not limited to; online research to obtain contractual information, vendor, price, minimum quantities, delivery information, etc.).
*Enter purchase requisitions & receivers into the system to initiate purchase or payment and modify documents as n