Executive Staff Assistant - Phoenix, United States - State of Arizona

Description

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 STAFF ASSISTANT

Job Location:
Office of the Director (OOD)/Governance and Innovation Administration

1789 West Jefferson Street, Phoenix, Arizona 85007


Posting Details:

Salary:
$56,453-$61,500

Grade: 20


Closing Date:
May 21, 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 ; 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 Staff Assistant.

Under the general supervision of the Senior Administrator of the Governance and Innovation Administration (GIA), the Executive Staff Assistant provides high-level administrative support to the Office of the Director.

The Executive Staff Assistant responsibilities include the monitoring of administration policies, rules, reports, recurring action plans, training status, etc., assigns actions to appropriate administration staff for response, ensures timeliness, and reviews responses.

This individual will be responsible for a wide range of administrative duties including, but not limited to, drafting memos, handling various aspects of the Senior Administrator's calendar, scheduling and preparing for meetings, preparing minutes and following up on action items, interacting with internal and external partners, making and reviewing travel arrangements and ensuring the accuracy of travel claims for reimbursement.

The Executive Staff Assistant represents the Administrator and/or participates in meetings and special projects which may concern fiscal control, personnel issues, resource management, and coordination of State and Federal programs.

This role will report in office 2 to 3 days per week or more, based on business need.

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 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 Duties and Responsibilities include but are not limited to:

• Provides administrative expertise and technical assistance to the Senior Administrator. Assists with the developing and implementing strategies for efficient operations. Prepares presentation materials representing the functional assignments and goals within the Administration.
• Ensures the Senior Administrator is prepared for all meetings, handles confidential issues, prepares minutes and follows up when applicable. Drafts, reviews, and submits correspondence, monitors the timely submission of reports, action plans, and recurring assignments.
• Represents the Senior Administrator and/or the Administration, working with internal managers and partner entities in resolving issues. Gathers statistical data to formulate, initiate, prepare reports, and research projects. May manage special projects.
• Authority to consult with and guide leaders regarding goals, objectives, and timeliness. Authority to designate work assignments within the Administration and monitor for completion. Coordinates paperwork of various types of confidential and high-level actions for final review and approval.
• Maintains accurate position control information for Administration. Performs extensive coordination between units within the Administration.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Computer software programs including Microsoft Office, Google.
• LEAN principles.
• Federal and state laws, regulations, policies that govern DES programs.

Skills In:

• Organizing and assisting executive leadership in day-to-day operations .
• Interpersonal, oral, and written communication.
• Conducting research for a variety of projects.
• Information/data analysis and review .
• Organization and leadership.
• Project management.
• Negotiation and problem solving.
• Reading, writing, and proofing documents (i.e. reports, action plans, position papers).

Ability to:

• Handle issues and projects that are of a confidential and sensitive nature.
• Provide guidance on assignments and projects.
• Multi-task, handle changing priorities, and set priorities.

Selective Preference(s):

This ideal candidate for this position will have:

• Experience in formal written communication, data analysis, and compilation experience. Combination of education and work experience showing three to five years of progressively higher-level executive or administrative responsibility with senior level management. Experience in state government preferred.

Pre-Employment Requirements:

• This position may require driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency's ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify.)

Benefits:
The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive.

Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page


Retirement:

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period.

The ASRS defined benefit plan provides for life-long income upon retirement.

You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

Contact Us:
For questions about this career opportunity, please contact us Daniel Worthington at or

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Daniel Worthington at or Requests should be made as early as possible to allow sufficient time to arrange the accommodation.