Administrative Assistant 2

Arizona Department of Administration; United States; Remote; USD 34,000 - 37,000; Full time

Benefits offered by this job

Remote work option within Arizona

Paid holidays

Arizona State Retirement System (ASRS)

Paid vacation and sick time

Parental Leave

Job summary

Arizona Department of Economic Security (DES) is seeking an Administrative Assistant 2 for the Division of Developmental Disabilities (DDD) in Phoenix. The role supports Behavioral Treatment Plans, PRC scheduling, and record-keeping, enabling services for Arizonans with developmental disabilities.

Remote work within Arizona may be available based on performance and business needs. The ideal candidate will have two years of administrative experience, strong organization, and proficiency with

Qualifications

• Two years of responsible administrative experience or an equivalent combination of education, training, and experience.
• Knowledge of HIPAA rules and regulations.
• Time management principles and techniques.
• Proper English usage, spelling and vocabulary, and telephone etiquette.

Responsibilities

• Communicates and interfaces with multiple provider agencies statewide which serve our members who have intellectual and/or developmental disabilities and are on Behavioral Treatment Plans.
• Sends dispositions via email, fax or USPS and tracks the member plan through the PRC cycle using a spreadsheet.
• Assists with scheduling PRC meetings at least weekly and attends all face-to-face meetings, possibly taking notes for disposition of each member's behavior plan.
• Prepares for PRC meetings by sending out schedules, redacting plans, and printing and assembling plans for review.
• Maintains hard copy and computer files of all Behavioral Treatment Plans and shares information with IOC Coordinators as needed.

Skills

Oral and written communication

Note taking

Scheduling meetings

Prioritization

Education

Two years administrative experience

Tools

Microsoft Office

Adobe Acrobat

Job 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.

Job Location:

Division of Developmental Disabilities (DDD)

4000 N. CENTRAL AVENUE PHOENIX, ARIZONA 85012

Posting Details:

Salary: $33,700-$36,700.00

Grade: 15

Job Summary:

Would you like to be part of an amazing team that makes Arizonans thrive? At the Arizona 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 des.az.gov or click here on the link to view ’Our DES’ video. Come Join the DES Team!

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Assistant 2. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor. 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 employees flexibility, autonomy, and trust. Across our many agencies, boards, and 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:

• Communicates and interfaces with multiple provider agencies statewide which serve our members who have intellectual and/or developmental disabilities and are on Behavioral
• Treatment Plans. Under PRC Chair direction, sends dispositions via email, fax or USPS. Using a spreadsheet, tracks the member plan through the entire PRC cycle.
• Assists with scheduling at least weekly the PRC meetings for teams which support numerous members. Attends all face-to-face meetings, possibly takes notes for the disposition of each member's behavior plan, and provides administrative assistance.
• In preparation for PRC meetings, sends out all schedules, redacts all plans, prints and assembles all plans for review.
• Maintains both hard copy and computer files of all Behavioral Treatment Plans and cooperates with IOC Coordinators to appropriately share information.

Knowledge, Skills & Abilities (KSAs):

Knowledge In:

• HIPAA rules and regulations.
• Time management principles and techniques.
• Proper English usage, spelling and vocabulary, and telephone etiquette.
• Principles and techniques of administrative support functions, such as scheduling, routine email, letter, and memo composition, etc.

Skills In:

• Oral and written communication, including being effective with both internal and external customers.
• Note taking and composing meeting minutes.
• Using computer applications (e.g., full Microsoft Office, Adobe Acrobat, etc.)

Ability To:

• Learn and apply Division policy and procedures as well as those of the PRC, which is a statutory requirement.
• Handle detailed work with accuracy and speed.
• Establish priorities.
• Schedule and coordinate meetings.

Selective Preference(s):

• The ideal candidate will possess two (2) yrs responsible administrative experience or an equivalent combination of education, training, and experience.

Pre-Employment Requirements:

• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Valid Arizona Driver’s License. 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 in accordance with DES Fleet Management-Safety Program policy and procedures (DES 1-07-26 & DES 1-07-26-01). 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.
• Driver’s License Requirements.

Benefits:

• 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
• Paid vacation and sick time
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities

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 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 Alyssa Figueroa at 602-653-9837 or [e-mail].

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 602-653-9837 or [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation.