[Hiring] Administrative Specialist III @Arizona Department of Administration

Role Description

The Administrative Specialist III (ASIII) position is a central coordinator for the Northeast Regional Area including administrative support for the five regions: Coconino, Navajo/Apache, Navajo Nation, White Mountain Apache Tribe and Yavapai and assists the Northeast Regional Area Director. A key function of this position is the active support of these five regional partnership councils, each representing 11 volunteer members of the community, to ensure meetings comply with legal obligations established for First Things First.

This position is an integral part of a team-based environment providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The ASIII serves as an ambassador and trustworthy representative of First Things First, coordinating work with regional staff, regional council members and ensuring effective communication with internal colleagues and external community partners.

This position may also require in-person participation at meetings held outside the immediate service area and may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

Job Duties

• Administratively support staff and volunteer regional council members:
  • Support includes calendar management, reimbursement and travel management, coordination of regional council meeting logistics, and meeting document preparation.
  • Directly report to the senior regional director.
• Project manager and leader for multiple/simultaneous administrative responsibilities:
  • Regional area budget and procurement monitoring, office management, records retention, file management, state vehicle management, and cross-regional collaboration activities.
  • Process applications and related paperwork using a web-based platform for volunteer regional council members.
  • Coordinate, prepare and process travel related activities and reimbursements for regional staff and regional council members.
  • Assist with the request for the grant application process in alignment with Arizona State Procurement procedures.
  • Serve as a subject matter expert in Open Meeting Law, conflict of interest, and various computer applications.
• Onboarding and training new staff, such as administrative specialist II and regional directors.
• Leading quality improvement practices:
  • Initiate and lead workgroups to create, review and update administrative procedures.
  • Participate in and/or lead discussions and regional area team meetings.
• Perform duties in a manner that supports the First Things First internal culture and mission with respect and cooperation.
• Support additional opportunities as related to the role and regional team functions.

Qualifications

• At least four years of administrative experience working in a team environment; or a bachelor’s degree from an accredited college or university in a relevant field with at least two years of administrative experience.
• Evidence of strong oral, written and listening communication skills.
• Possess strong, current computer skills in Adobe Acrobat Pro, Google Workspace, and Microsoft Office.
• Extensive organizational and time management skills.
• Previous experience in offering exemplary customer service with the communities within the Northeast Regional Area is strongly preferred.
• Experience with minute-taking and writing, and knowledge of Arizona Open Meeting Law is preferred.
• Flexibility in work schedule, including occasional evening and/or weekend meetings.
• Ability to travel, including overnight stays.

Requirements

• If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply: Driver’s License Requirements.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

• Option of a full-time or part-time remote work schedule.
• Improved work/life balance and higher job satisfaction.
• Remote work is a management option and not an employee entitlement or right.