ADMINISTRATIVE ASSISTANT 3

Arizona State Government; Phoenix (AZ); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

Affordable medical, dental, life ins.

ASRS retirement plan

10 paid holidays per year

Paid vacation and sick time

Parental leave

Job summary

Department of Economic Security (DES) is seeking an Administrative Assistant 3 to support the Division of Developmental Disabilities (DDD) in Phoenix, AZ. This role assists the Transition Coordinator with enrollment processes, manages communications, and coordinates scheduling and meetings to ensure timely completion of tasks.

The ideal candidate has experience in healthcare administration, strong organizational and communication skills, and the ability to work with multiple stakeholders.

Qualifications

• Knowledge of Microsoft Office Suite and Google Suites.
• Understanding of health care principles and government rules.
• Office techniques: drafting, calendars, data management.

Responsibilities

• Develops, maintains and tracks metrics and data related to HCS functions.
• Participates in enrollment activities with Transition Coordinator and Medical Manager.
• Provides periodic reports on enrollment and related transactions.
• Processes new and annual enrollment and transition to ensure uninterrupted service.
• Monitors mailbox and responds to enrollment inquiries.
• Answers inquiries and directs external and internal customers.
• Assists with training new staff.

Skills

Microsoft Office

Google Suites

Office equipment

Healthcare concepts

Government rules

Oral & written communication

Time management

Meeting coordination

Detail oriented

Tools

Excel

Outlook

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:

Division of Developmental Disabilities (DDD) 4000 North Central Avenue, Phoenix, Arizona 85012

Posting Details:

Salary: $36,000 - $40,100

Grade: 17

Closing Date: August 24, 2026

Job Summary:

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES), we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals that are committed to service, community, and teamwork. 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 3. This position will maintain accurate and timely completion of various administrative tasks requiring considerable knowledge of DDD. This position will be responsible for assisting the Transition Coordinator (TC) with all of the tasks associated with the initial, annual and open enrollment in accordance with the Arizona Health Care Cost Containment System/Division of Developmental Disabilities contract, policy and guidelines. The incumbent must collaborate with the TC and other staff to facilitate mail, e‑mails, and maintenance of the website information for all of the enrollment activities managed by the TC. 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 a principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Job Duties:

Essential Duties and Responsibilities include but are not limited to:

• Develops, maintains and tracks various metrics and data related to HCS functions such as mortality reviews, utilization and transition (open, annual and transition of members).
• In coordination with the Transition Coordinator and the Medical Manager, participates and organizes work pertaining to enrollment activities.
• Provides periodic reports to the Office of Medical Management related to new members, enrollment changes, requests for changes, correspondence, trainings, and 834 ETI File transactions.
• Under the oversight of the Transition Coordinator, processes new and annual enrollment and transition to ensure no disruption in service occur during enrollment and transition activities.
• Monitors mailbox and responds to inquiries explaining the enrollment process to members.
• Answers inquires, provide direction and resolve problems to external and internal customers.
• Assists with training new staff as needed.
• Ensures ID badges are obtained, building safety and security, staff parking assignments and after hours building access for new and existing staff.
• Approves and/or rejects electronic time cards for all personnel as needed.
• Schedules meetings, appointments, and travel for supervisors/nurses.
• Reserves conferences and equipment for various meetings and take minutes at multiple meetings as assigned.

Knowledge, Skills & Abilities (KSAs):

Knowledge in:

• Microsoft Office Suite (Outlook, Word, Excel, PP); Google Suites and a variety of office equipment.
• Health care principles, government organization, and state personnel rules.
• Principles and practices of office techniques including drafting correspondence, management of calendars, and data management.

Skills In:

• Excellent and proven effective oral and written communication.
• Planning, coordinating, analyzing, establishing, prioritizing tasks and activities, as well as impeccable time management.
• Organizing and managing meetings, committed and high level work groups.
• Perform detailed work with speed and accuracy and possess critical thinking.

Ability to:

• Perform standard administrative functions required by Manager.
• Work independently and produce quality work products.
• To interact professionally with various stakeholders, members, DDD staff and other agencies.
• Learn and apply programs, policies and procedures of DDD, AHCCCS, and Managed Care Organizations.
• Schedule and coordinate meetings efficiently.

Selective Preference(s):

The preferred/ideal candidate for this position will have:

• At least three to five (3-5) years of demonstrated work experience providing executive assistance in a health care environment.
• Spanish speaking/bilingual candidate preferred.

Pre-Employment Requirements:

• If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements. 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 operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
• Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's ability to reasonably accommodate any restrictions.
• Employee shall have a valid Level One fingerprint clearance card issued pursuant to Arizona Revised Statutes 41-1968 in order to work with children and vulnerable adults.
• Candidates for this position shall be subject to a search of the Child Protective Services Central Registry pursuant to A.R.S. 8-804.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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

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 Stacie Austin at 602-908-6208 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 602-908-6208 or [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation.