ADMINISTRATIVE ASSISTANT 3 - YUMA

Arizona State Government; Yuma (AZ); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Pension and health benefits

Professional growth through AMS

Meaningful work helping veterans

Job summary

Arizona Department of Veterans Services in Yuma, AZ seeks an Administrative Assistant 3 to provide high-level administrative support to the Administrator and Director of Nursing. The role emphasizes confidentiality, AMS-based problem solving, and efficient coordination of meetings, records, and communications.

The position offers pension and healthcare benefits for life, opportunities for professional growth through AMS, and meaningful work helping veterans and their families.

Qualifications

• Experience providing administrative support to an executive leader.
• Ability to drive on state business and a valid Arizona driver’s license.
• Familiarity with administrative rules and confidentiality requirements.

Responsibilities

• Coordinate diverse administrative support and secretarial tasks for the Administrator and Director of Nursing.
• Schedule meetings, take and transcribe minutes, and maintain filing systems.
• Prepare reports and maintain AMS/quality assurance documentation.
• Handle confidential communications and coordinate recruitment activities.
• Order supplies and coordinate events and training sessions.

Skills

Interpersonal communication

Customer services

Researching

Problem-solving

Organization & time management

Attention to detail

Record keeping

Troubleshooting office equipment

Education

Selective Preference: administrative support to an executive leader

Tools

Microsoft Suite

Google Suite

Job description

DEPT OF VETERANS SERVICES

For Veterans and those who care for them

ADMINISTRATIVE ASSISTANT 3

Department of Veterans' Services - Yuma
6051 E. 34th Street
Yuma, Arizona 85365

Salary: $16.50 - $19.80 Hourly (DOE)

Grade: 17

Closing Date: September 23, 2026

Job Summary:

Would you like to be part of an amazing team that helps veterans thrive? At the Arizona Department of Veterans' Services (ADVS), we are committed to serving and honoring veterans, service members, and their families by ensuring that they receive the highest quality services so that they can thrive for a lifetime!

We are looking for an outstanding Administrative Assistant 3. This important position is responsible for performing diverse and complex administrative support functions of the Arizona Department of Veterans Services – Yuma location.

Your rewards:

• Incomparable Benefits: Our program provides the opportunity to receive a pension and healthcare benefits for a lifetime!
• Meaningful Work: Your dedication will directly enhance the lives of veterans and their family members, providing them with the care and respect that they deserve.
• Professional Growth: You will have the opportunity to engage in continuous learning and improvement through the Arizona Management System (AMS).

Your contribution:

• Outstanding Service: Provide the best assistance to veterans to improve their quality of life
• Continuous Improvement: Participate in facility meetings, training sessions, and the implementation of the Arizona Management System (AMS) to achieve continuous improvement and efficiency
• Team Collaboration: Work with other professionals to improve your knowledge, skills, and abilities

Job Duties:

• Coordinates and completes a wide variety of administrative support and secretarial functions, anticipating the needs of the Administrator and Director of Nursing.
• Interacts and coordinates matters with stakeholders
• Handles sensitive issues tactfully and discretely.
• Maintains confidentiality
• Composes responses to routine correspondence; develops and maintains a form letter to be used for routine correspondences.
• Prepares confidentiality correspondences and handles other confidential matters
• Prepares a variety of reports; creates and maintains administrative file systems and records
• Maintains policies and procedures; maintains records for survey purposes; prepares agendas, attends meetings, take and transcribe minutes.
• Conducts research and completes special projects to support the direct reports of the Administrator.
• Orders office supplies and other items according to state procurement rules and agency policies and procedures.
• Assists in the recruitment process of the department heads for the Administrator and assists the Director of Nursing with the recruitment of nursing staff. Schedules interviews, conducts reference checks/employment history verification and prepares hiring packets.
• Utilizes AMS concepts and tools for problem solving and continuous work/process improvements
• Actively participates in AMS processes such as Huddle Boards, Problem Solving, Job Breakdown Sheets, Success Tracking and Standardize work.
• Fully participates in the Quality Assurance and Performance Improvement (QAPI) which incorporates AMS
• Maintains appointment calendar for the Administrator and the Director of Nursing. Schedules conference rooms for internal and external use. Coordinates training sessions and administrative meetings
• Completes special projects as assigned by the Administrator and the Director of Nursing.
• Plans events, fundraisers and recognition programs, and writes monthly meeting minutes.
• Receives and routes correspondence to appropriate staff for action. Maintain a filing system to ensure that responses meet established deadlines. Answer telephones, take messages, respond to routine inquiries and requests.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• The agency and its context within state government
• Rules, policies, procedures of section and work unit
• Full range of complex secretarial functions
• Data gathering and summarization methods and techniques
• Project management
• Report preparation
• Problem-solving techniques
• Appropriate safeguards for protecting confidential data
• Business English, spelling and basic math
• Administrative-level correspondence requirements in a political environmental
• Computer software and programs to include Microsoft Suite and Google Suite

Skills in:

• Interpersonal communication to include verbal and written communications
• Customer services
• Researching
• Problem-solving
• Organization and time management
• Attention to detail
• Troubleshooting basic office equipment
• Record keeping

Ability to:

• Anticipate the needs of the Administrator and the Director of Nursing
• Adjust to the particular work style of the Administrator and the Director of Nursing
• Prioritize business items for the attention of the Administrator and the Director of Nursing
• Establish and maintain effective interpersonal relationships with individuals at various organizational levels, lawmakers and other dignitaries contacting the Administrator’s Office and the public in general
• Facilitate intra-agency, inter-agency and agency-external communications
• Set up and maintain files
• Coordinate and schedule meetings
• Take and transcribe minutes
• Prepare a variety of correspondences, logs, reports, presentations, etc.
• Maintain and protect confidentiality
• Learn and interpret Arizona State Personnel Rules

Selective Preference(s):

Previous experience providing administrative support to an executive leader.

Pre-Employment Requirements:

• Required to drive on state business; must possess a current/valid Arizona driver’s license.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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:

• 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:

Positions in this classification participate in the Arizona State Retirement System (ASRS).

Please note, enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

If you have any questions please feel free to contact us at [e-mail] for assistance.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.