ADMINISTRATIVE ASSISTANT I

 

The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is looking for an ambitious professional ready to jump-start a rewarding career. This position will be responsible for performing clerical and entry-level administrative duties as directed by a supervisor, including but not limited to handling confidential and sensitive personnel information for Correctional Officer Training Academy (COTA).

Job Duties:

• Organizes and maintains files for Positive Attendance Reports (PARS) including distributing, collecting, batching, inputting, copying, and responding to staff leave, time reports, and general inquiries

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• Coordinates logistics and production of materials for bi-weekly graduation ceremonies including program booklets, certificates, scripts, and statistics
• Provides support for COTA Advisors and staff as needed and assists with special projects as assigned by Supervisor and/or COTA Commander
• Creates and maintains administrative and confidential job-related files
• Tracks and makes follow-up decisions on assignment time deadlines
• Gathers, summarizes, and prepares data for report preparation, database management, and other reports as needed
• Maintains office supplies, forms, and mail processing inventory
• Assists the Records Liaison with records retention identification of files and boxes, labeling, completion of file retention, and disposition
• Screens correspondence, distributes mail, and coordinates courier services
• Screens incoming calls and visitor inquiries
• Drives on State business
• Performs other duties appropriate to the assignment

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Basic administrative practices
• Office practices and procedures
• Business English, spelling, and grammar usage
• Filing and recordkeeping systems
• Proper telephone etiquette
• Personal computers, word processing, spreadsheet, and presentation software
• Principles and practices of office management
• Mathematics
• Use of office equipment

Skill in:

• Written and verbal communication
• Preparing correspondence and proofreading
• Organization and time management
• Data entry and report preparation
• Customer Service

Ability to:

• Learn and adhere to department policies and procedures
• Maintain confidentiality
• Meet deadlines and work independently
• Research, collect, and organize data
• Prioritize tasks and workload
• Establish and maintain interpersonal relationships with staff, inmates, and the public

Selective Preference(s):

• Working knowledge of computer programs, including Microsoft Office and Google Suite
• High School Diploma or General Equivalency Diploma (GED)

Pre-Employment Requirements:

If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

Employment is contingent on the selected applicant passing a background investigation.

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

Benefits:

We offer an excellent and affordable comprehensive benefits package to meet the needs of our employees:

• Vacation and sick days with 10 paid holidays per year
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

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.

Current ADCRR Employees: Consult with your respective Human Resources Liaison if you are in a different retirement plan than the one indicated above.

Contact Us:

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 255-2430. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

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