ADMINISTRATIVE ASSISTANT 3

State of Arizona; Phoenix (AZ); Remote; USD 38,000 - 45,000; Full time

Benefits offered by this job

Affordable medical, dental, life &

ASRS retirement

Paid holidays

Job summary

Department of Economic Security (DES) is seeking an Administrative Assistant 3 to support the Division of Developmental Disabilities in Phoenix, AZ. The role involves preparing documents, maintaining files, and coordinating communications across internal and external stakeholders.

The position offers remote options within Arizona, a flexible work culture, and strong benefits. Applicants should have related experience and/or a degree, with essential knowledge of MS Office and report coordination.

Qualifications

• Experience with administrative duties and documentation in a state agency.
• Ability to write and edit high level business communications (letters, memos, reports).
• Knowledge of compliance and open meeting law requirements.

Responsibilities

• Create and modify documents, manage spreadsheets and databases for projects.
• Coordinate meetings, prepare agendas and minutes, and manage calendars.
• Support AHCCCS-deliverable reporting and data extraction from multiple sources.

Skills

Procedure analysis

Policy development

Business communications

Strategic planning concepts

Data gathering and reporting

Open Meeting Law

Microsoft Office

Google suites

Problem solving

Education

Bachelor's degree

Master's degree

Tools

Microsoft Office

Google Workspace

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)

1789 W. JEFFERSON STREET PHOENIX, AZ 85007

Salary: $38,129.936 - $44.878.912

Grade: 17

Closing Date: 10/21/2026

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. 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 3. 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:

• This position is responsible for creating and modifying various documents and developing and maintaining spreadsheets, databases, and or tracking systems to manage project assignments. Acts as a liaison & responsible for writing/distributing communication emails, correspondence, memos, letters to the Assistant Director. (AD) office/the DES Directors office/General counsel/the Attorney Generals Office and AHCCCS.
• Prepares meeting documents & minutes, prepares agendas, coordination. with participants including collaboration meetings with outside stakeholders such as Internal Affairs, Office of Inspector General, the AG. Maintains calendars, creating meeting invites, including ELT calendars as needed, prepares correspondence and reports, and maintains electronic and hard copy files, completes & approves ETE timecards for staff as needed.
• Maintain the units yearly administrative policies, procedures and team deliverables by tracking, obtaining and providing updates as well status reports. Develops, Tracks and coordinates with others the status of projects, follows up on requests and on outstanding issues to complete and provide timely responses.
• Builds expertise in an assigned Operational Area in order to be able to furnish technical assistance regarding adherence to operational standards or strengthening accuracy, and completeness of AHCCCS-deliverable reports that flow from health plans to DDD and from DDD to AHCCCS.
• Builds Maintaining office support coverage and equipment and supplies, etc.
• Photocopying, faxing, filing, coordinating staff events, and assisting with employee recognition. Maintains contact lists and independently completes special projects.

Knowledge, Skills & Abilities (KSAs):

Knowledge in:

• Procedure analysis and policy development.
• Creation, development, writing and editing of high level business communications (i.e., letters, memos, email and reports).
• Basic strategic planning concepts. Standard office and administrative practices.
• Data gathering, summarization methods, and report preparation.
• Compliance Programs and the 7 elements of compliance.
• Open Meeting Law.
• Federal and State rules/regulations governing DES / DDD.

Skills In:

• Time management skills.
• High-level skills in analyzing, problem solving and decision-making.
• Excellent oral and written communication skills including graphic presentation of information/data.
• Establishing and maintaining effective working relationships.
• Using Microsoft Office and Google suites in computer programs.
• Creating, analyzing and comprehending complex issues by creating, extracting and manipulating data from multiple and diverse resources (e.g., databases, articles, reports, etc.).
• To facilitate meetings with presentations and note taking and adhering to open meeting law requirements.

Ability to:

• Research techniques (e.g., internet and other sources).apply personnel rules, policies, and procedures.
• Provide professional executive level administrative and technical.
• Coordinate and track projects/assignments from start to completion.
• Handle highly sensitive and confidential assignments and situations including legal or personnel related matters.
• Prioritize, adapt, multi-task and manage tasks and assignments.
• Work and act independently requiring self-initiative as well as work as part of a team

Selective Preference(s):

The ideal candidate for this position will have: (3) years responsible administrative experience; OR Bachelor's degree in a field appropriate to the assignment from an accredited college or university and two years responsible administrative experience; OR a Master's degree in a field appropriate to the assignment from an accredited college or university and one year responsible administrative experience. State experience preferred.

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.
• 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.

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.