[Hiring] Administrative Assistant 3 @Arizona State Hospital

Role Description

The Administrative Assistant 3 provides administrative, secretarial, and investigative support to the Legal Division, with a primary focus on the Fraud and Compliance Unit. This role is essential in supporting efforts to investigate workers' compensation fraud, enforce compliance among uninsured employers, and help protect the public through efficient office operations and case support.

This position may offer the ability to work remotely, within Arizona, based upon the department's business 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, 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

• Provide administrative and operational support for the Fraud and Compliance Unit by preparing correspondence, legal documents, case files, and other records while ensuring accuracy, confidentiality, and compliance with established procedures.
• Support fraud and compliance investigations by maintaining case documentation, coordinating schedules and deadlines, and conducting research using internal systems and public records to verify employer status, insurance coverage, business operations, and regulatory compliance.
• Serve as a liaison with investigators, Legal Division staff, other Commission divisions, external agencies, employers, and the public by responding to inquiries, exchanging information, and facilitating case-related activities.
• Maintain records, compile data, prepare reports, and coordinate administrative processes that support unit operations, including compliance-related collections and performance tracking.
• Assist with Legal Division administrative functions and participate in continuous improvement initiatives to promote efficient and effective operations.

Qualifications

• Knowledge in computer systems and standard office technology.
• Knowledge of Legal Division and Fraud and Compliance Unit's mission, organization, workflows, administrative procedures, and business processes.
• Basic knowledge of Arizona workers' compensation laws, regulations, and compliance principles.
• Knowledge of employer insurance verification tools, including NCCI.
• Knowledge of internet search tools, social media platforms, and government databases used for research and investigations.
• Strong teamwork and collaboration skills.
• Excellent planning, organization, multitasking, and time management skills.
• Effective written and verbal communication skills with strong attention to detail.
• Proficiency in Microsoft Office and other computer applications, databases, and office technology.
• Strong analytical, problem-solving, and decision-making skills.
• Effective interpersonal skills with the ability to build positive working relationships.
• Ability to conduct research using web search engines, social media, and government websites.

Requirements

• Interact professionally and effectively with coworkers, employers, stakeholders, and the public.
• Maintain confidentiality and demonstrate ethical, courteous, and professional conduct.
• Exercise sound judgment and make appropriate decisions within established policies and procedures.
• Prioritize multiple assignments, adapt to changing priorities, and meet deadlines in a fast-paced environment.
• Remain composed and productive under pressure.
• Coordinate work effectively with investigators, administrative staff, and other Commission divisions.
• Proofread documents and ensure accuracy and quality of work.
• Foster an inclusive and collaborative work environment that values diverse perspectives.
• Research, analyze, and interpret information from multiple sources to determine employer operational status and support compliance investigations.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave - Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance