Executive Staff Assistant

Arizona Department of Child Safety; Phoenix (AZ); Hybrid; USD 51,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Retirement plan

Paid holidays

Vacation time

Job summary

The Executive Staff Assistant for the Health Plan at the Arizona Department of Child Safety provides high-level administrative support to the CHP Senior Leadership Team, handling confidential information and coordinating complex calendars and reports.

This role requires meticulous organization, excellent written and verbal communication, and proficiency with Microsoft Office and related technologies to streamline administrative functions and enhance productivity.

Qualifications

• Healthcare terminology
• Office professionalism
• Business English usage

Responsibilities

• Prepare documents, summaries, and reports for CHP leadership.
• Research healthcare trends related to foster care.
• Oversee day-to-day office operations and delegate projects.
• Manage calendars, prepare agendas and minutes for leadership meetings.
• Draft communications and coordinate with internal and external partners.
• Other duties as assigned.

Skills

Microsoft Office

Communication

Organization

Data reporting

Project management

Teamwork

Time management

Problem solving

Attention to detail

Customer service

Tools

Office software

Job description

DEPARTMENT OF CHILD SAFETY

The Arizona Department of child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

Executive Staff Assistant

Job Location:

COMPREHENSIVE HEALTH PLAN

3003 N Central Ave Phoenix, AZ 85012

Posting Details

Salary: $27.1409 HRLY/$56,453.07 Salary

Grade: 20

Closing Date: August 15, 2026

Job Summary

The Executive Staff Assistant for the Health Plan plays a crucial role in supporting the effective operation of the Department of Child Safety Comprehensive Health Plan (DCS CHP) and provides high-level administrative support to the DCS CHP Senior Leadership Team. The role requires meticulous attention to detail and excellent organizational skills. The Executive Staff Assistant must possess a keen ability to manage multiple tasks simultaneously and exhibit a proactive approach to problem-solving. They must be adept at handling confidential information with discretion and integrity. The position demands exceptional written and verbal communication skills, as well as proficiency in office software and technology to streamline administrative functions and enhance productivity.

Job Duties

• Document Preparation: Compose and prepare email correspondence; assist with summarizing information and data from multiple sources into executive summaries and make appropriate edits; prepare statistical and narrative reports for DCS CHP Leadership across various program areas. This includes generating presentation materials for meetings and ensuring all documents are error-free and professionally formatted.
• Strategic Support: Assist in researching and analyzing trends and other activities related to healthcare for children in foster care. Prepare and assemble background materials, documentation, and information for briefings, meetings, or conferences as requested. Contribute to decision-making processes by providing detailed insights and recommendations based on research findings.
• Office Operations: Provide support to the DCS CHP Leadership by overseeing day-to-day office operations, delegating projects to staff, and ensuring their completion in a timely manner. Review processes, implement process improvement solutions, and maintain an organized workspace. Manage office supplies and maintain equipment to ensure operational efficiency.
• Calendar and Meeting Management: Schedule appointments, coordinate meeting logistics and preparation, and manage calendars for DCS CHP Senior Leadership Team members as needed. This includes preparing agendas, distributing meeting materials, taking minutes, and following up on action items. Attend meetings on behalf of the DCS CHP Leadership as requested to ensure consistent communication and continuity.
• Communication and Correspondence: Coordinate and manage internal and external communications, ensuring that messages are clear, professional, and aligned with organizational objectives. Draft and proofread communications such as reports, memos, and presentations. Act as a point of contact between DCS CHP Leadership and other departments, stakeholders, and external partners, maintaining positive and effective working relationships.
• Other duties as assigned as related to the position.

Knowledge Of

Knowledge, Skills & Abilities (KSAs):

• Healthcare terminology preferred
• Office professional principles and practices
• Business English, grammar, and spelling

Skills In

• Intermediate to advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, CoPilot), and experience with business technologies
• Excellent written and verbal communication skills, with the ability to communicate professionally at all organizational levels and with external stakeholders
• Exceptional organizational skills, ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines
• Data gathering and statistical report generation
• Working as part of a multi-disciplinary team
• Time management and organizational skills
• Problem-solving and critical thinking
• Attention to detail and accuracy
• Customer service and interpersonal skills
• Project management and coordination

Ability To

• Understand leadership's goals and contribute to strategic planning and decision-making
• Plan, coordinate, analyze, and establish priorities
• Handle sensitive information with confidentiality and discretion
• Coordinate meetings
• Identify and solve problems, make sound decisions, and exercise good judgment
• Learn and adhere to Department of Child Safety Comprehensive Health Plan (DCS CHP) policies and procedures
• Manage competing priorities
• Establish and maintain effective working relationships with co-workers and external stakeholders
• Be attentive to details
• Solicit feedback

Selective Preference(s)

N/A

Pre-Employment Requirements

Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver license record check, must maintain acceptable driving record and must complete any required driving training (see Arizona Administrative Code R2-10-207.12). Employees may be required to use their own transportation as well as maintain valid motor vehicle insurance and current Arizona vehicle registration. Mileage may be reimbursed, if applicable.

The ability to secure and maintain clearance from the DCS Central Registry.

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 provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans

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 pilot 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). Enrollment eligibility will become effective after 27 weeks of employment.

Contact Us

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email at [e-mail]. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at [e-mail]. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.