State of Arizona · 2 weeks ago

Executive Assistant

Phoenix, AZ

Part-time

Hybrid

Entry, Mid Level

$40K/yr - $45K/yr

3+ years exp

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Responsibilities

Schedule and managing an extensive calendar of internal and external Unit meetings, preparing meeting materials, coordinating logistics and recording minutes from the various meetings. Partnering with unit Project Managers to prioritize and manage scheduling conflicts.

Providing general administrative support to AD, DADs and Administrators managing unit calendars.

Responsible for sending and tracking new and updated web-posting for Division.

Responsible for processing Service Requests for on and off boarding of employees and maintaining a log for the Division.

Responsible for processing in-state and out-of-state travel requests for the Financial DAD and AD for all DBHH units. This includes getting appropriate approvals and processing the travel claims once the travel is complete, including processing for Director approval and signature.

Comply with data retention policies and processes and regularly clear out electronic and hard copy files in accordance with requirements. Maintain the hard and electronic files for the staff, complete and maintain documentation of archived records/files.

Serving as the back up Division time keeper and ordering all necessary supplies and equipment.

Qualification

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Microsoft OfficeGoogle SuiteAHCCCS programsFiling systemsProcurement processInternet researchData gatheringDocument editing

Required

Three (3) years of administrative experience, with knowledge of Microsoft Office and/or Google Suite products.

Must reside in the state of Arizona.

Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.

Successfully pass fingerprint background check, prior employment verifications and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.

Travel may be required for State business. Employees who drive on state business must complete any required driver training AND have an acceptable driving record for the last 39 months including no DUI, suspension or revocations and less than 8 points on your license.

If an Out of State Driver License was held within the last 39 months, a copy of your MVR (Motor Vehicle Record) is required prior to driving for State Business.