Administrative Assistant

Arizona-Department-of-Public-Safety; Arizona; On-site; USD 42,000 - 54,000; Full time

Job summary

The Arizona Department of Public Safety is seeking Administrative Assistants to provide essential coordinative and administrative support. Responsibilities include researching information, compiling data, preparing reports, and monitoring budgets.

This role is part of a competitive classification and will be used to establish an 18-month eligibility list for current and future vacancies. Applicants must successfully complete the examination process; written exams are 100% weighted.

Qualifications

• Three years of administrative support experience using desktop software.
• Experience with budget monitoring or related financial processes.
• Ability to prepare and edit reports and correspondence.
• Familiarity with laws and regulations governing agency operations.

Responsibilities

• Coordinates research, staff studies, programs, projects, grants and/or budgets.
• Prepares and edits internal and external correspondence, reports and contracts.
• Prioritizes and tracks time-sensitive events and assignments.
• Maintains filing systems both manual and automated.
• Plans meetings, conferences and events to share information.

Skills

Organizational skills

Data research

Report preparation

Budget monitoring

Communication skills

Confidentiality

Tools

Microsoft Office

Job description

The Arizona Department of Public Safety is seeking motivated professionals for our Administrative Assistant positions which are responsible for a variety of coordinative and administrative support functions such as researching information, compiling data, preparing reports, monitoring and tracking of the budget, coordinating projects/programs, making recommendations and resolving complaints and problems. Performs related duties as assigned. This is a competitive classification. This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies over the life of the list.

Must successfully complete the examination process.

Written Exam - Multiple Choice = 100% weighted

Applicants meeting the minimum qualifications will be invited to the in-person Written Exam.

If you have a disability which may require a reasonable accommodation, please notify Human Resources in writing prior to the test date.

• Coordinates, monitors and provides assistance with research/staff studies, programs, projects, grants and/or budgets.
• Prepares, composes, updates, monitors and edits a variety of internal and external correspondence, forms, reports, manuals, leases, contracts and funding requests.
• Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
• Establishes, updates and maintains manual and automated filing systems to store and track records/information.
• Plans, organizes and/or participates in meetings, conferences, seminars and other events to provide and/or receive information relevant to work assignments and programs.
• Evaluates and recommends needs for required products, services, and/or additional funding.
• Assists and/or prepares graphic presentations to improve information sharing and comprehension.
• Researches, recommends and participates in job-related training courses to enhance skills and productivity.
• Trains personnel in various subjects related to assigned area's operations (e.g., computer software/hardware, polices and procedures, forms, etc.).
• Creates, maintains, updates and tracks confidential files/information ensuring accuracy and completeness.
• Services public requests for various licenses and certifications, which may include fingerprinting, photographing and applications reviews.
• Responds to requests from attorneys and other government agencies to accommodate their needs in accordance with DPS policy, state and federal laws.
• Researches, compiles, analyzes and summarizes data to provide accurate information for audits, briefs, reports, contracts, correspondence, presentations and/or meetings; and to maintain program goals and/or strategic plans.
• Researches and reviews applicable laws and regulations to ensure compliance within a variety of work assignments.
• Conducts evaluations of current and/or future needs of the work assignment and provides recommendations.
• Reports project/program status (e.g., administrative issues, balances and funding) to management.
• As required, under direction, represents the Department on various committees and task forces, and/or acts as liaison between the Department and other agencies or organizations.
• Resolves complaints and problems by interpreting departmental policies and regulations.
• May supervise and review the work of clerical support staff.

Knowledge of:

• basic accounting principles required to reconcile and balance financial records.
• the rules of English grammar and composition to prepare, review and edit documents.
• planning and research principles and practices.
• local, state and federal laws and regulations applicable to assignment.
• records management systems (both manual and automated).

Skill in:

• composing, editing and proofreading a variety of correspondence, reports or forms.
• the use of computer keyboard devices.
• the use of computer software programs.

Ability to:

• independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
• organize, prioritize and perform multiple tasks concurrently.
• exercise good judgment in safeguarding confidential or sensitive information.
• understand written and verbal instructions to complete assigned tasks accurately.
• calculate mathematical problems of moderate difficulty.
• establish and maintain effective working relationships with those contacted in the course of assignment.
• research and reconcile inaccuracies and errors in documents, computer printouts and other written materials.
• read, comprehend, and interpret written materials of moderate to complex difficulty.
• effectively communicate both orally and in writing.
• identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
• independently make decisions when required and exercise initiative when appropriate.
• develop feasible short and long range plans and goals to project and develop programs and projects.

Requires three (3) years of administrative support experience involving the use of personal computers and desktop software such as Microsoft Office Suite or comparable applications OR administrative support experience and related education to total three (3) years.

Note: One (1) year of experience is equivalent to thirty (30) semester hours of coursework from an accredited college or university.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Office setting.
• May be required to travel to perform certain work functions.

Must successfully complete the examination process.

Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.

FLSA Status: Non-Exempt