Administrative Assistant 3

State of Arizona Enterprise Technology (ASET); Phoenix (AZ); On-site; USD 41,000 - 51,000; Full time

Benefits offered by this job

Sick leave

Vacation with 10 paid holidays peryear

Paid Parental Leave-Up to 12 weeks per

Health and dental insurance

Retirement plan

Life insurance and long-term disablity

Optional employee benefits incl. short

Deferred compensation plans

Job summary

Arizona Department of Transportation seeks an Administrative Assistant 3 to provide high-level administrative support to the supervisor and team in Phoenix. The role involves coordinating activities, preparing reports, handling purchasing, payroll, HR-related tasks, and maintaining strict confidentiality in a fast-paced government environment.

The position requires strong organizational skills, attention to detail, and the ability to interpret rules and regulations while delivering efficient

Qualifications

• Knowledge of administration and management principles and practices.
• Familiarity with agency rules, regulations, and operating procedures.
• Experience with procurement systems and basic accounting concepts.

Responsibilities

• Provide administrative support to the supervisor and coordinate activities between units.
• Prepare activity and operational reports and assist with special projects.
• Handle purchasing, invoicing, and timekeeping tasks and maintain confidentiality.
• Assist HR matters and coordinate staff processes with ORG units.

Skills

Oral and written communication

Research and problem solving

Maintaining confidentiality

Interpersonal relationships

Time management

Education

High school education or GED

Job description

Administrative Assistant 3

DEPT OF TRANSPORTATION

Be a part of an innovative and collaborative team driving a safer transportation system for Arizona.

Job Location

Landscape Maintenance/Contracts
1600 W Grand Ave
Phoenix, AZ 85007

Posting Details

• Salary: $40,979.85 - $50,979.85
• Anticipated Salary: $45,979.85
• Grade: 17
• Closing Date: 11/02/2026

Job Summary

Under general supervision, performs a variety of Administrative functions of moderate difficulty, and serves as support staff to the Phoenix Herbicide and Landscape Maintenance/Contracts Supervisor's. Coordinate activities and administrative matters between organizational units, of one or more programs, and that have a moderate impact on agency operations. Position is responsible for work of moderate difficulty in purchasing, accounting, payroll, Human Resources, Budget, Safety, Maintenance Budget, and planning (Pecos), Maintenance Materials, and other staff function. Responsible for maintaining highest level of confidentiality.

Job Duties

Provide administrative support to the supervisor. Items such as research, manpower and operational planning, preparing activity and operational reports, and special projects. Interpreting agency rules and regulations, investigating customer concerns, resolving problems or referring to the supervisor, modifies routine procedures to make improvements, coordinates and oversees program activities, coordinate administrative matters between ORG units, attend meetings and seminars. Answers phones, processing mail, enters time sheets, distributes payroll.

Performs purchasing of approved goods and services utilizing the electronic procurement system, reviews codes and assures compliance with procurement laws, generates a variety of purchase documents and modifies as needed. Receives invoices for goods and services, determines appropriate distribution amounts, with limited authority codes billings to correct funding source, and submits paperwork to Accounting. Researches outstanding accounts payable and assist with forecasting budgets.

Provides basic assistance with overseeing and coordinating recruitment and staffing. Coordinates HR matters with ORG units and prepares input documents, new hire paperwork, and benefits forms for accuracy and completeness, making corrections as needed or referring back to source for correction. Assists in researching and verifying compliance with laws, rules, policies and procedures.

Knowledge Of

• The principles and practices of administration and management
• Agency rules, regulations and operating procedures
• APPs and PeCos computer programs. To include, but not limited to: on-line research to obtain contractual information, such as vendor, price, minimum quantities, delivery information, etc.; enter purchase requisitions, purchase orders and receivers into system to initiate purchase and/or payment; and modify documents as needed
• Computer systems and associated business/office software such as word processing, spreadsheets, database, graphics, scheduling and organizing, communication etc.
• Total quality management principles and tools to facilitate continuous improvement of processes

Skill In

• Oral and written communication
• Research and problem solving techniques
• Maintaining high level of confidentiality
• Interpersonal relationships
• Use of adding machine and calculation of figures

Ability To

• Perform multiple tasks, communicate effectively, and comprehend directions
• Plan, coordinate, analyze and establish priorities
• Develop effective operating procedures
• Perform multiple tasks
• Communicate effectively, both verbally and in writing
• Work under stressful conditions

Selective Preference(s)

• High school education or GED
• Three to Four years of administrative experience with various responsibilities

Pre-Employment Requirements

This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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

Mandatory participation in the Arizona Retirement System (ASRS) is required.

Contact Us

For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at [e-mail] or phone call at [phone] option 2.

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 calling [phone] option 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.