Job Page - ARIZONA STATE HOSPITAL : Job Details

DEPARTMENT OF VETERANS SERVICES For Veterans and those who care for them. ADMINISTRATIVE ASSISTANT Job Location: Central Arizona Region Posting Details: Salary: $17.1250 Grade: 13 Closing Date: February 6, 2025 Job Summary: Would you like to be part of an amazing team that helps Veterans thrive? At the Arizona Department of Veterans Services (AZDVS), 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.Your rewards:•Incomparable Benefits: Our program provides the opportunity to receive a pension and healthcare benefits for a lifetime•Meaningful Work: Your dedication as a VBC will directly enhance the lives of veterans and their family members, providing them with the care and respect that they deserve.•Professional Growth: As a VBC, 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 become a benefits subject matter expert (SME) while improving your knowledge, skills, and abilities This position is available for remote work on a full-time basis within Arizona. 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:

• Receives and screens incoming telephone calls for appropriate action
• Responds to routine inquiries
• Routes internal and external telephone calls and emails and takes messages for work unit staff
• Interacts with customers and provides basic information regarding federal, state, and local benefits for veterans and their families
• Retrieves and return calls for messages contained in the Onebox voicemail system
• Gathers and summarizes data for correspondence, reports, etc.
• Composes letters, memos, etc.
• Reviews outgoing documents prepared by others for form, content and compliance with policies and procedures
• Prepares and runs reports, as requested
• Receives and distributes scanned mail to staff
• Audits scanned efolders to ensure contents have been responded to in an appropriate amount of time
• Prepares and sends FedEx packages/letters, to include calling for pickups
• Monitors time sensitive correspondence and advises VBCs as appropriate
• Orders supplies through APP and tracks expenditures for budget purposes
• Schedules meetings, notifies attendees, prepares agendas, gathers material as needed
• Maintains procurement state purchase card to include processing, follow up and receipting of purchase orders
• Reconciles monthly and quarterly procurement statements.
• Acts as the office liaison with agency support services such as IT, accounting and payroll, human resources, maintenance/engineering

Knowledge, Skills & Abilities (KSAs): Knowledge of:

• Principles and practices of administration and management
• Use of general office equipment
• Techniques for screening incoming correspondence, visitors and telephone calls
• English usage, grammar, vocabulary and spelling
• Knowledge of community resources for referrals
• Basic knowledge of federal, state and local benefits for veterans

Skills in:

• Computer software (Microsoft Office,Google Suites, APP, AZVETS, VetraSpec, etc.)
• Oral and written communication
• Proof reading and editing
• Customer service
• Time management
• Organization
• Record management
• Scheduling
• Problem solving skills

Ability to:

• Analyze and resolve routine problems
• Compose letters, memos, forms, etc. - Proof read and edit letters, memos, forms, etc.
• Respond to the public with courtesy, diplomacy and current appropriate information in a timely manner
• Maintain confidentiality

Selective Preference(s): N/APre-Employment Requirements: Requires the ability to drive in the course of State business. Must possess and be able to retain a current, valid state-issued drivers license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-207.11). 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 Arizona Department of Administration 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)
• 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

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). Please note, enrollment eligibility will become effective after 27 weeks of employment.Contact Us: If you have any questions please feel free to contact Paul Sharp at [email protected] or (602) ###-#### for assistance. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.