ADMINISTRATIVE ASSISTANT 3

Internal Careers; Arizona; Hybrid; USD 38,000 - 45,000; Full time

Benefits offered by this job

Remote work option

ASRS retirement

Paid holidays

Parental leave

Job summary

State of Arizona’s Department of Economic Security seeks an Administrative Assistant 3 to provide high-level administrative support within the Division of Developmental Disabilities (DDD) in Phoenix. The role focuses on data integrity, standard work processes, and mentoring junior staff, with potential for remote work within Arizona.

The position requires strong organizational skills, advanced spreadsheet abilities, and the ability to manage multiple priorities with minimal supervision.

Qualifications

• Three years of responsible administrative experience in a government, regulatory, healthcare, or similar highly structured environment.
• Experience with database reconciliation, data quality assurance, or records management is desirable.
• Ability to develop and implement standard work procedures and process documentation.

Responsibilities

• Performs routine database reconciliation by comparing information across multiple systems to identify discrepancies.
• Research and resolve data discrepancies; enter, update, validate, and maintain information in databases and spreadsheets.
• Develop, document and implement standard work procedures to promote consistency and accuracy.
• Create and maintain standard work, guides, checklists, templates, and reference materials.
• Develop and maintain tracking tools, reports, and spreadsheets for operational monitoring.
• Provide general administrative support including scheduling, meeting coordination, documentation, and correspondence.

Skills

Google products

Microsoft Office

Oral and written communication

Organizational skills

Attention to detail

Advanced Excel/Google Sheets

Education

Three years of administrative experience

Tools

Excel

Google Sheets

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.

ADMINISTRATIVE ASSISTANT 3

JOB LOCATION

Address: Division of Developmental Disabilities (DDD)

4000 N. CENTRAL AVENUE PHOENIX, AZ 85012

POSTING DETAILS

Salary: $38,129.936 - $44.878.912

Grade: 17

Closing Date: 11/16/2026

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. The Division of Developmental Disabilities (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. This position provides high-level administrative, data management, and process support to ensure accurate, consistent and efficient business operations. This position is responsible for database reconciliation, maintaining data integrity, developing and implementing standard of work processes, coaching and mentoring PRC AA2’s regarding adherence to standard of work and accuracy in data entry, and supporting continuous improvement initiatives. With minimal direction, provides verbal and/or written status reports to the manager on external as well as internal issues. Develops and maintains spreadsheets, data bases, and/or tracking systems to manage project assignments requested by the manager; coordinates, facilitates, and attends various meetings to take, transcribe, and distribute minutes and follows up on assignments; maintains an automated calendar; maintains confidential files and information; and independently completes special projects. Functions as office manager to: ensure compliance with DES, DDD, and PRC policies and procedures, promote a professional and customer service environment, and maintain office equipment and supplies. 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 remote, 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 remote 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

• Performs routine database reconciliation by comparing information across multiple systems, records, and data sources to identify discrepancies, missing information, and inconsistencies.
• Research and resolve data discrepancies while maintaining accurate and complete records. Enter, update, and validate and maintain information within databases, spreadsheets, and other electronic systems.
• Develop, document and implement standard work procedures to promote consistency, accuracy, efficiency and accountability. Review existing administrative processes to streamline workflows and eliminate unnecessary or duplicative activities.
• Create and maintain standard work, process guides, checklists, templates, and other reference materials.
• Develop and maintain tracking tools, reports and spreadsheets to support operational monitoring and decision making.
• Provide general administrative support, including scheduling, meeting coordination, documentation preparation, and correspondence.

KNOWLEDGE, SKILLS & ABILITIES (KSAs)

Knowledge in:

• Principles and practices of administration and time management.
• Appropriate use of grammar, punctuation, and formatting various documents.
• Methods for tracking complex work with critical timelines.
• Basic program rules, regulations, and operational procedures.

Skills In:

• Proficiency using computer software/programs (e.g. Google products, microsoft office products)
• Oral and written communication
• Strong organizational and time management
• Strong attention to detail and problem solving
• Advanced excel/google sheets skills including formulas, pivot tables, data validation, and data comparison

Ability To:

• Develop clear, concise and user friendly procedures, and process documentation.
• Demonstrated ability to work with databases, spreadsheets, and electronic record systems.
• Analyze existing workflows and identify opportunities for improvement.
• Manage multiple priorities and meet deadlines with minimal supervision.
• Maintain confidentiality and handle sensitive information appropriately.
• Work collaboratively with individuals at various levels of the organization.
• Identify data discrepancies and inconsistencies.

SELECTIVE PREFERENCE(S)

The ideal candidate for this position will have:

• Three (3) years of responsible administrative experience; experience working in a government, regulatory, healthcare, or other highly structured environment; experience with database reconciliation, data quality assurance, or records management. Experience developing or implementing standard work or business processes

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.