Administrative Assistant

Summary

• This position serves in an administrative staff capacity to the Division of Rehabilitative Services Administration (RSA), RSA Modernization Project.
• The Administrative Assistant to the project will be responsible for providing up-to date information relating to all administrative duties associated with the project. The position will enter requisitions into Procure AZ for supplies and services.
• Track and troubleshoot issues with purchasing and receivers. This position will also schedule meetings using Google Calendar, monitor and archive project correspondence, including Google Gmails. This position will take notes at project meetings, document action items and decision requests, and distribute as appropriate for resolution.
• The Administrative Assistant will be responsible for documentation control which includes consolidation of RSA deliverable review comments, proofing responses and maintaining the documentation repository. Assist with onboarding paperwork for new staff.

Job Duties

• Records action items, information requests, and decision requests.
• Distributes and monitors completion of contractor requests for information, decisions and action items; sends reminders to assigned staff.
• Proofreads and updates state deliverable responses for proper format, grammar, punctuation, and spelling.
• Responsible for tracking personnel related documentation.
• Provides assistance with personnel rules and regulations.
• Schedules and maintains calendar appointments for RSA project staff
• Maintain the RSA project documentation repository
• Responsible for Procure AZ ordering supplies, printer leases, printer maintenance and shared bins.
• Serves as a timekeeper proxy for employee time entry ETE for tracking time-sheets.
• Assists with gathering entry of user data security profiles.
• working with data sharing agreements, type letters, labels, shredding of old files and general filing. Assist.
• Assist with entry of compilation of testing progress reports using Microsoft Excel and Google Sheets.
• Records and distributes tester requests for assistance during User Acceptance and Operational Readiness Testing.

Knowledge and Skills

• Excellent organizational skills, especially in regards to managing electronic documentation.
• Understanding of information technology tools (MS Word, Google Docs, MS Excel, Google Sheets, Google Drive, MS PowerPoint, Google Slides, etc.)
• Excellent interpersonal, written, and oral communication skills.
• History of completing assignments by assigned deadlines.
• Ability to work independently and in a team environment.

Pre-employment Requirements

• Associate's Degree and 1+ years of experience, or 2+ years of experience working as an Administrative Assistant.
• Employee shall obtain and maintain a valid level one fingerprint clearance card that meets DES for a Level One card pursuant to Arizona Revised Statute 41-1969.
• Successfully pass background and reference checks.