ADMINISTRATIVE ASSISTANT II (NURSING)

State of Arizona; Coolidge (AZ); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Affordable medical, dental, life, and

ASRS retirement benefits

10 paid holidays

Paid vacation & sick leave

Parental leave up to 12 weeks

Tuition Reimbursement

Wellness plans

Career development opportunities

Job summary

DEPT OF ECONOMIC SECURITY (DES) in Coolidge, AZ seeks an Administrative Assistant II (Nursing) to provide comprehensive admin support to the Director of Nursing and health services staff. Responsibilities include front-desk duties, scheduling, and managing medical records with HIPAA compliance.

The role requires strong organization, communications skills, and experience with Google Suite. The position offers state benefits and opportunities within the Division of Developmental Disabilities.

Qualifications

• 2+ years of administrative experience or equivalent education.
• Familiarity with medical records is a plus.
• Ability to maintain HIPAA privacy standards.

Responsibilities

• Provide daily administrative support to the Director of Nursing and Health Services team.
• Greet visitors, manage front desk, schedule appointments, and maintain electronic and paper records.
• Prepare reports, drafts, correspondence, and memos using Google Suite and other software.
• Coordinate meetings and manage multiple office tasks and records systems.
• Maintain communications systems and respond to requests for repairs or equipment installations.

Skills

Prioritizing urgent tasks

Planning & organizing

Verbal & written communication

HIPAA compliance

Google Suite

Records management

Education

Bachelor's degree in Business or Public Administration

Master's degree in related field

Tools

Google Suite

Adobe

Job description

DEPT 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 II (NURSING)

Job Location:

Division of Developmental Disabilities(DDD) 2800 North Highway 87, Coolidge, Arizona 85128

Posting Details:

Salary: $33,700.00 - $36,700.00

Grade: 15

Closing Date: November 10, 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. To learn more about DES please visit des.az.gov; or click on the link here 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 II (Nursing). The position reports directly to the Director of Nursing. Provides daily administrative support to the Director of Nursing, Nursing Supervisors and the Health Services team. The Director of Nursing is responsible for all medical/healthcare aspects of the operation of the Arizona Training Program at Coolidge (ATPC). This position has daily interaction with residents and staff going and coming from appointments and clinics. This position will help ensure that medical care is being completed timely and will be able to help manage the records, both digitally and paper. This will help streamline many processes including the survey process. 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.

Job Duties:

Essential Duties and Responsibilities include but are not limited to:

• Provides daily administrative support to the Director of Nursing, Nursing Supervisors and Health Services Team. Using Google Suite; prepares & modifies documents including reports, presentations, drafts, correspondence, memos, & emails; tracks, logs & monitors projects assigned to staff; maintains electronic and hard-copy filing systems.
• Greets visitors and interacts hands on and face to face with residents, manages the front desk, handles phone inquiries, and schedules appointments. Maintain electronic and paper health records and ensure strict privacy adherence under HIPAA guidelines. Order medical and office supplies and oversee routine clerical duties. Interact with patients, guardians, doctors, and insurance providers.
• Medical records responsibilities include scanning, filing, calling medical providers, scheduling medical appointments, preparing documents for appointments, and maintaining an appointment schedule, records retrieval and filing, following up for outstanding medical records, chart maintenance- filing, auditing, and thinning charts. Scanning records into the electronic resident files.
• Administrative support-general administrative tasks. Analyzes and updates record keeping systems. Resolves administrative problems by coordinating with the Director of Nursing and other Admin. Preparation of reports, analyzing data, and identifying solutions. Attend training sessions as necessary. Works with other administrative staff to coordinate meetings and assignments.
• Monitors, manages, and maintains various communications systems (i.e., current contact information and directories), including email, chat, telephones and two-way radios. Coordinates requests for repair, replacement, movement, or new installation of equipment for the health services building.

Knowledge, Skills & Abilities (KSAs):

Knowledge in:

• Principles and practices of administration and time management as well as agency/program rules, regulations, and standard operating procedures
• Compliance guidelines, medical record protocols, and Health Insurance Portability and Accountability Act (HIPAA)
• Understanding clinical terms, anatomy, and diagnostic procedures
• Analyzing and updating office procedures and record keeping systems.
• Google Suite

Skills In:

• Prioritizing urgent tasks, tracking inventory, and ensuring schedules stay on track.
• Planning, organizing and coordinating activities.
• Clear verbal and written communication to greet patients, answer phones, and correspond with medical offices.
• Establishing/maintaining effective work relationships with members, staff, administration, and the public.
• Typing, formatting and preparing reports, procedures and proposals. In addition to using various computer software (e.g., Google Suite, Adobe) and Internet research.

Ability to:

• Plan, coordinate, analyze, and establish priorities assigned by the Nursing Director. Perform multiple office tasks simultaneously as assigned.
• Learn and apply federal, state, and local rules, and safety regulations and certification requirements.
• Learn and operate multi-line phone systems, computers, fax machines, and two way radios. Be able to multitask, handle ringing phones, radio calls, walk-in patients, and urgent requests all at once.
• Maintain a high level of accuracy and attention to detail when entering patient information, billing codes, and medical documentation to ensure complete and accurate records and minimize errors.
• Exercise emotional intelligence, patience, and tact when interacting with staff, patients, and guardians, including remaining calm, professional, and empathetic during stressful or sensitive situations. Use discretion and sound judgment when handling sensitive medical information and cases while maintaining appropriate professional boundaries and confidentiality

Selective Preference(s):

• 2 years of administrative experience OR
• A Bachelor's degree in Business or Public Administration, or closely related field and 1 year of required experience OR
• A Master's degree in a field listed above
• Experience working in a setting with individuals with developmental disabilities

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)).
• Employee shall have a valid Level One fingerprint clearance card issued pursuant to Arizona Revised Statute 41-1968 in order to work with children and vulnerable adults.
• Candidates for this position shall be subject to a search of both the Department of Child Safety Central Registry pursuant to A.R.S. 8-804 and the Adult Protective Services Registry pursuant to A.R.S. 46-459.
• 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.
• 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 us Johanna Valdiviezo at 480-919-6798 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 480-919-6798 or [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation.