State of Arizona · 1 week ago
ADMINISTRATIVE ASSISTANT III
Phoenix, AZ
Full-time
Onsite
Mid Level
$22/hr - $27.66/hrThe State of Arizona is seeking an Administrative Assistant III to serve as the primary point of contact for the Arizona Exposition and State Fair Board. This role involves providing high-level administrative, operational, and customer service support, managing office functions, and coordinating various programs and services during fair operations.
Government
Responsibilities
Provide general administrative assistance, including: Research projects as requested (e.g., vendor menus, RV rate comparisons), data entry and document management, laminating, folding, cutting, counting, and assembling materials, reviewing and proofreading website content for accuracy
Coordinate the School Field Trip Program (and other similar programs), including: Managing form submissions, corresponding with registrants, sending confirmations, and coordinating early entry gate access with Admissions
Serve as primary receptionist and first point of contact for incoming calls, visitors, and general event inquiries; route calls to appropriate departments and assist callers with website navigation
Manage office supplies for all departments, including oversight of the Supply Room, coordinating monthly orders, generating purchase orders, and tracking inventory
Maintain and update the shared staff calendar, administer CISCO phone systems, including display changes, new installs, relocations, and serve as liaison with AZNet
Oversee the RV space rentals, including payment processing, permit issuance, and coordination with Operations for daily availability and occupancy
Supervise Support Center Switchboard Crew during fair operations (2–3 employees), including scheduling, timesheets, and script management
Manage incoming and outgoing mail and packages, including coordination with ADOA and internal distribution
Serve as Point of Contact for S-1, including charged cell phone management and backpack drop-off/pick-up
Maintains/updates the staff directory for both Fair and interim (agency contact phone, email)
Manage switchboard operations, including phone coverage, scripts, and coordination
Forward vendor and utility invoices (APS, FedEx, etc.) to Accounts Payable
Compile and distribute Fair information for switchboard operators and staff
Assist with internal coordination and operational logistics as assigned
Assemble Guest Services binders and operational reference materials
Coordinate phone orders and installations related to fair operations
Serve as the Point of Contact for Hold Harmless forms
Assist in collecting Certificates of Insurance (COIs)
Track and disseminate interim event tickets to staff
Maintain Lost & Found items
Managing inventories
Qualification
Required
Strong organizational skills
Professionalism
Ability to manage multiple priorities in a fast-paced environment
General administrative assistance, including research projects, data entry, document management, laminating, folding, cutting, counting, and assembling materials
Reviewing and proofreading website content for accuracy
Coordination of the School Field Trip Program, including managing form submissions, corresponding with registrants, sending confirmations, and coordinating early entry gate access with Admissions
Serve as primary receptionist and first point of contact for incoming calls, visitors, and general event inquiries
Manage office supplies for all departments, including oversight of the Supply Room, coordinating monthly orders, generating purchase orders, and tracking inventory
Maintain and update the shared staff calendar
Administer CISCO phone systems, including display changes, new installs, relocations, and serve as liaison with AZNet
Oversee the RV space rentals, including payment processing, permit issuance, and coordination with Operations for daily availability and occupancy
Supervise Support Center Switchboard Crew during fair operations, including scheduling, timesheets, and script management
Manage incoming and outgoing mail and packages, including coordination with ADOA and internal distribution
Serve as Point of Contact for S-1, including charged cell phone management and backpack drop-off/pick-up
Maintain/updates the staff directory for both Fair and interim
Manage switchboard operations, including phone coverage, scripts, and coordination
Forward vendor and utility invoices to Accounts Payable
Compile and distribute Fair information for switchboard operators and staff
Assist with internal coordination and operational logistics as assigned
Assemble Guest Services binders and operational reference materials
Coordinate phone orders and installations related to fair operations
Serve as the Point of Contact for Hold Harmless forms
Assist in collecting Certificates of Insurance (COIs)
Track and disseminate interim event tickets to staff
Maintain Lost & Found items
Managing inventories
Knowledge of standard office administration practices and procedures, including front desk operations, records management, inventory control, and basic procurement processes
Understanding of customer service principles, confidentiality requirements, and basic computer systems, including email, calendars, and office productivity software
Working knowledge of multi-line phone systems and professional call-handling standards
General knowledge of event operations, guest services, and public-facing environments
Effective verbal and written communication
Strong organizational and time-management skills
Accurate data entry and record keeping
Attention to detail
Skilled at managing multiple priorities in a fast-paced environment
Prioritizing tasks from multiple departments
Providing administrative support
Performing basic financial tracking
Supervising or coordinating temporary or seasonal staff
Professional phone etiquette and problem-solving skills
Ability to perform light physical tasks such as assembling materials and lifting office supplies
Ability to work flexible schedules, including evenings, weekends, and extended hours during fair or event operations
Interact professionally with the public, vendors, and staff
Work independently and as part of a team
Follow established policies and procedures
Maintain confidentiality
Adapt to changing priorities
Use of standard office software applications
Work independently and take initiative
Benefits
Sick leave
Retirement plan
Health and dental insurance
Vacation with 10 paid holidays per year
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
Company
State of Arizona
The State of Arizona provides information about state agencies, services, and employees.
Founded in 1912
10001+ employees
H1B Sponsorship
State of Arizona has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2023 (3)
2022 (1)
2021 (2)
2020 (6)
Funding
Current Stage
Late StageLeadership Team
Aletha Della Rocco
Human Resources Business Partner, Talent Acquisition
George McNeely MBA
Chief Human Resources Officer - Arizona Department of Administration - Shared Services
Recent News
Phoenix Business Journal
2025-01-11
The Arizona Republic
2024-01-27
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