ADMINISTRATIVE ASSISTANT

AZ State Jobs; Phoenix (AZ); On-site; USD 46,000 - 56,000; Full time

Benefits offered by this job

ASRS retirement

Health and dental insurance

Vacation with 10 paid holidays per yr

Sick leave

Job summary

Arizona House of Representatives position for an Administrative Assistant in Phoenix, AZ. Non-partisan role providing comprehensive administrative and operational support to Members of the House of Representatives and assisting in the efficient functioning of legislative offices.

The successful candidate will be the primary contact for constituents, stakeholders, and government offices, ensuring the Member remains informed, prepared, and organized.

Qualifications

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent research, organizational, written communication, and public speaking skills.
• Demonstrated ability to work effectively both independently and as part of a team.
• Experience in administrative support, clerical work, or office management.
• Ability to work extended hours during the legislative session as needed.
• Strong customer service and interpersonal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexibility and adaptability to changing priorities and deadlines.

Responsibilities

• Coordinate meetings with constituents, stakeholders, legislative staff, and other elected officials.
• Reserve meeting rooms and coordinate logistics for meetings and press conferences.
• Ensure the Member is prepared for scheduled meetings and events.
• Manage the Member's calendar, appointments, and daily schedule.
• Manage invitations and RSVPs on behalf of the Member.
• Provide coverage for other legislative offices as needed.
• Sort, prioritize, and distribute mail and correspondence.
• Answer and screen incoming telephone calls.
• Provide timely reminders regarding meetings, committee hearings, caucus meetings, and floor sessions.
• Ensure the Member has all necessary materials prior to meetings, hearings, and legislative activities.

Skills

MS Office Suite

Organizational skills

Written communication

Public speaking

Interpersonal communication

Customer service

Job description

ARIZONA HOUSE OF REPRESENTATIVES

ADMINISTRATIVE ASSISTANT

House of Representatives

1700 West Washington

Phoenix, Arizona 85007

Annual Salary: $50,715

This position will remain open until business needs are met

The Arizona House of Representatives is currently accepting resumes for the position of Administrative Assistant. This position is a non-partisan and provides comprehensive administrative and operational support to Members of the House of Representatives and assists in the efficient functioning of legislative offices.

The Administrative Assistant provides comprehensive administrative and operational support to a Member of the Arizona Legislature. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will serve as the primary point of contact for constituents, stakeholders, legislative staff, and other government offices while ensuring the Member remains informed, prepared, and organized.

Job Duties:

Administrative Support

• Coordinate meetings with constituents, stakeholders, legislative staff, and other elected officials
• Reserve meeting rooms and coordinate logistics for meetings and press conferences
• Ensure the Member is prepared for scheduled meetings and events
• Manage the Member's calendar, appointments, and daily schedule
• Manage invitations and RSVPs on behalf of the Member
• Provide coverage for other legislative offices as needed
• Sort, prioritize, and distribute mail and correspondence
• Answer and screen incoming telephone calls

Calendar and Meeting Management

• Provide timely reminders regarding meetings, committee hearings, caucus meetings, and floor sessions
• Ensure the Member has all necessary materials prior to meetings, hearings, and legislative activities
• Coordinate scheduling with internal and external stakeholders
• Maintain an accurate and up-to-date calendar

Constituent Communications

• Assist with constituent inquiries and direct requests to appropriate legislative staff or agencies
• Maintain professional communication with constituents, community leaders, and stakeholders
• Personalize and distribute newsletters and email communications
• Draft and respond to constituent correspondence

Email and Information Management

• Monitor important communications and alert the Member to time-sensitive matters
• Establish and maintain email filing systems, folders, and Outlook rules
• Assist in organizing and managing email communications
• Maintain accurate electronic and paper filing systems

Contact Database Management

• Create and maintain distribution lists for newsletters, stakeholder meetings, and community outreach efforts
• Develop and maintain lists of key community stakeholders within the legislative district
• Maintain and update constituent, stakeholder, and professional contact databases
• Enter and organize contact information from correspondence and meetings

Legislative Support

• Coordinate with legislative staff regarding committee briefings and policy information
• Assist in preparing legislative materials, bill summaries, and supporting documents
• Maintain records of bill requests, drafts, introductions, and legislative deadlines
• Monitor committee agendas and notify the Member of updates or revisions
• Conduct basic legislative research using legislative information systems
• Track legislation sponsored by the Member and monitor bill progress

Research and Special Projects

• Retrieve articles, publications, and reference materials relevant to the Member's interests and responsibilities
• Compile contact lists, community resources, and background information
• Assist with special projects and administrative initiatives
• Conduct non-policy research assignments as requested

Drafting and Document Preparation

• Draft letters, emails, proclamations, certificates, recommendations, and recognition documents
• Create and edit reports, presentations, and informational materials
• Prepare correspondence on behalf of the Member

Minimum Qualification

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
• Excellent research, organizational, written communication, and public speaking skills
• Demonstrated ability to work effectively both independently and as part of a team
• Experience in administrative support, clerical work, or office management
• Ability to work extended hours during the legislative session as needed
• Strong customer service and interpersonal communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Flexibility and adaptability to changing priorities and deadlines

Retirement

• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Please note that enrollment eligibility will become effective after 27 weeks of employment

Benefits

The State of Arizona offers a comprehensive benefits package to include:

• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Life insurance and long-term disability insurance
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Sick leave

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

Contact Us

• If you have any questions please feel free to send an email to Jana Babel at [e-mail] for assistance