EXECUTIVE STAFF ASSISTANT State of Arizona State of Arizona 1,006 reviews

Under general supervision of the Administrator, this position provides high-level administrative support for the Quality Assurance and Integrity Administration (QAIA) Administrator and the 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; interacts with internal agency and partner staff, as requested. 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. Manages and/or participates in various special projects as needed and requested by the Administrator.

Please Note: Position is temporarily hybrid, telecommute and in-person, due to Covid-19. This individual will be working some days in the office for essential functions such as document scanning, and the remainder remotely. Equipment will be provided, high-speed reliable internet is required of the employee at their home.

Job Duties:

Provides administrative expertise and technical assistance to the Administrator and program managers. Works with Administrator to develop and implement strategies to ensure efficient operations. 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. Represents the Administrator and/or the Administration, works with internal Managers, other Administrations
and/or partner entities in resolving issues or gathering information. Gathers statistical data to formulate, initiate, prepare reports, and research projects. May manage special projects. 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 submitted for reimbursement.

Knowledge, Skills & Abilities (KSAs):

  • Knowledge of federal and state laws, regulations, policies that govern the programs administered.
  • Knowledge of ADOA personnel rules, policies and procedures.
  • Knowledge of computer software programs
  • Knowledge and ability to negotiate and problem solve.
  • Knowledge of leadership principles and practices.
  • Knowledge of data and statistical analysis and reports
  • Knowledge of strategy and program goal development
  • Skill in reading, writing and proofing documents (i.e. reports, action plans, position papers)
  • Skill in organizing and assisting an administrator in their day-to-day operations.
  • Skill in the interpretation and application of Federal and State laws, rule and regulation.
  • Excellent skill in interpersonal relations.
  • Skill in conducting research for a variety of projects.
  • Skill in information/data analysis and review.
  • Skill in organization and leadership.
  • Skill in project management.
  • Skill in oral and written communication.
  • Ability to handle issues and projects that are of a confidential and sensitive nature.
  • Ability to effectively compose, proof, and edit various types of correspondence.
  • Ability to analyze program operations and develop effective management improvement plans.
  • Ability to establish and maintain effective working relationships with staff and external partners.
  • Ability to prepare and give public presentations.
  • Ability to use a variety of computer software.
  • Ability to multi-task, handle changing priorities, and set priorities.
  • Ability to handle conflict resolution and come to a positive outcome.
  • Ability and skill to create and present effective reports and presentations.
  • Ability to provide leadership and building a team approach to problem solving.
  • Ability to establish priorities and guidelines.
  • Ability to provide guidance in assignments and projects.
  • Ability to review and evaluate program and operational activities.

Selective Preference(s):

Experience in formal written communications
Data analysis and compilation experience
Proficiency in Microsoft Excel, Google Suite is crucial

Pre-Employment Requirements:

Valid Arizona driver license required. In-state travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12) AND have an acceptable driving record for the last 39 months including no DUI, suspensions, or revocations, and less than 8 points on your license. If an Out of State Driver License was held within the last 39 months, a copy of your MVR (Motor Vehicle Record) is required PRIOR to driving for State business. Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.

Benefits:

We offer a competitive benefits package that is unmatched by the private sector and a culture that encourages team success and advocates for personal advancement.

  • Affordable Health, Dental, Vision and Life and Disability Insurance
  • 10 holidays per year

-Paid Vacation and Sick time off – start earning it your 1st day

  • Eligible to participate in the Public Service Loan Forgiveness Program (must meet qualifications)
  • Contribute to, and participate in the Arizona State Retirement System
  • Ride Share and Public Transit Subsidy
  • Career Advancement Opportunities
  • Tuition reimbursement
  • Opportunity to work remotely (home office) on an ad-hoc basis


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:

If you have any questions regarding this position, please contact Vanessa Sapp at [email protected]

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 480-737-7516.
Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.

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