APPLICATION ASSISTANT SPECIALIST

AZ State Jobs; Phoenix (AZ); Hybrid; USD 48,000 - 56,000; Full time

Benefits offered by this job

Sick leave

Vacation with 10 paid holidays

Paid Parental Leave

Health insurance

Retirement plan

Job summary

The Address Confidentiality Program (ACP) is administered by the Secretary of State's office, offering substitute addresses and confidential processing. The Application Assistant Specialist will handle review, mail forwarding, outreach, and training, ensuring compliance with titles and confidentiality laws; may assist with voter rights and benefits access while safeguarding sensitive information.

Role may offer remote work within Arizona and requires coordination with the director and staff to

Qualifications

• Knowledge of federal and state laws related to confidentiality.
• Ability to communicate clearly with participants and stakeholders.
• Experience using Microsoft Office and online communications.

Responsibilities

• Coordinate and administer ACP activities per state requirements.
• Respond to calls and emails; educate participants on voting rights.
• Maintain participant files and communications.
• Support outreach and training for Application Assistants.
• Process registrations, renewals, cancellations, and policy changes.

Skills

Interpersonal skills

Oral communication

Written communication

Customer service

Problem solving

Education

Bachelor's degree or higher

Tools

Microsoft Office

Outlook

Access

Job description

SECRETARY OF STATE (DEPT OF STATE)

SECRETARY OF STATE (DEPT OF STATE)

The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:

• Preserve our history
• Promote engagement; and
• Protect the future

The office strives to achieve this mission by being trusted, accessible, innovative, and secure

APPLICATION ASSISTANT SPECIALIST

Job Location:

Address: 1700 W Washington Street Phoenix, AZ. 85007

Posting Details:

Salary:$24.00 per hour

Grade: 18

Job Summary:

The Address Confidentiality Program ("ACP") allows persons who have been subjected to domestic violence offenses, sexual offenses or stalking to keep their residential, work, and school addresses confidential and not accessible to the general public. Program participants will receive a substitute address that becomes the participant's lawful address of record.

ACP is administered by the Secretary of State's office with the non-appropriated funding source references in A.RS. 12-116.04. In addition, the ACP receives legislative approved and sometimes grant monies to fund certain positions.

The ACP program Application Assistant Specialist's duties consist of processing statutorily mandated activities such as the application review process, processing and forwarding mail to participants on a bi-daily basis, providing information and problem solving with program participants and application assistants, providing outreach and education, working closely with the assistant director and director on trends, challenges, and successes. May provide training and support to state, federal, county, or city public entities to ensure awareness of Title 12 and Title 41 as to not endanger participants, which is a violation of A.RS. 41-155 and a class 1 misdemeanor. This position is also funded to assist director and voter registration specialist on activities related to ensuring participants right to vote securely, right to access certain benefits from government agencies while a participant in the program, and right to have records redacted up to 90 days. As an Application Assistant Specialist, this position will educate application assistants, review participant applications, communicate with application assistants, process AA renews, applications and cancellations.

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:

• Coordinating and administering office activities in compliance with state requirements and office processes and procedures pursuant to the Address Confidentiality Program, state, federal, and VAWA confidentiality statutes
• Responding to calls and emails and through written communication: Analyzing, communicating, and problem-solving participants utilization of the program; communicating and educating 3rd parties. Educating participants on right to register to vote securely, advocating with AHCCCS and MVD, as well as securing participant records and use of substitute address with government entities.
• Maintain and process electronic and paper documentation of participant files and government agency communications.
• Support outreach efforts; proxy to the executive director at public meetings with stakeholders; on-call rotation relief.
• Process Daily Mail
• Update, enhance and deliver new Application Assistant trainings. As well as assist deputy director with updating, enhancing and delivering Application Assistant Refresher trainings.
• Process Application Assistant registrations, renewals, cancellations, changes, and any policy or procedure revisions.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Federal and state laws, rules, regulations, and procedures pertaining to domestic violence, sexual offenses, and stalking
• Knowledge on how to effectively provide location-based safety planning.
• Must have working knowledge of Microsoft Office, Outlook, Access, and other commonly used software programs and strong Internet skills.
• Appropriate professional demeanor and proper professional boundaries.
• Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:

• Strong interpersonal skills
• Excellent oral communication skills-ability to effectively listen and decipher needs of the caller, ask appropriate questions and facilitate productive conversation.
• Excellent written communication skills.

Ability to:

• Understand and interpret complex federal and state laws, rules, regulations, procedures, and programs regarding privacy, confidentiality and data protection.
• Demonstrated ability to handle confidential information.
• Interact with people who are in crisis, have disabilities, or mental health issues in an appropriate manner at all times.
• Develop clear, concise, and pertinent procedures, policies, instructions, and manuals necessary to the operation and implementation of the program.
• Establish and maintain effective working relationships with peers, state agencies, and public.
• Maintain a high level of discretion when dealing with sensitive and confidential information.
• Be on call (24n) as a relief to the Executive Director.
• Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Selective Preference(s):

Bilingual English/ Spanish - Written and Verbal
Bachelor's or Master's degree in social work, or similar degree

Pre-Employment Requirements:

• State DL credential/ vehicle insurance.
• Class 1 Fingerprint Clearance card

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.

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

Benefits:

The State of Arizona offers a comprehensive benefits package to include:

• 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).
• Healthand 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

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:

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