Administrative Assistant

Salary : $45,306.98 - $59,874.26 Annually
Location : Statewide, AZ
Job Type: Full-time
Job Number: 5400-25E-01
Division: Various
Opening Date: 04/04/2025
Closing Date: 4/20/:59 PM Arizona

Summary Statement

This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies over the life of the list.

Must successfully complete the examination process. Written Exam - Multiple Choice = 100% weighted
Click here for more information relating to the testing for this position : Exam Plan . Applicants meeting the minimum qualifications will be invited to the in-person Written Exam scheduled on Friday, April 25, 2025 .
Responsible for a variety of coordinative and administrative support functions such as researching information, compiling data, preparing reports, monitoring and tracking of the budget, coordinating projects/programs, making recommendations and resolving complaints and problems. Performs related duties as assigned. This is a competitive classification.

If you have a disability which may require a reasonable accommodation,

please notify in writing prior to the test date.

Essential Functions (not intended to be all inclusive)

1. Coordinates, monitors and provides assistance with research/staff studies, programs, projects, grants and/or budgets.
2. Prepares, composes, updates, monitors and edits a variety of internal and external correspondence, forms, reports, manuals, leases, contracts and funding requests.
3. Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
4. Establishes, updates and maintains manual and automated filing systems to store and track records/information.
5. Plans, organizes and/or participates in meetings, conferences, seminars and other events to provide and/or receive information relevant to work assignments and programs.
6. Evaluates and recommends needs for required products, services, and/or additional funding.
7. Assists and/or prepares graphic presentations to improve information sharing and comprehension.
8. Researches, recommends and participates in job-related training courses to enhance skills and productivity.
9. Trains personnel in various subjects related to assigned area's operations (e.g., computer software/hardware, polices and procedures, forms, etc.).
10. Creates, maintains, updates and tracks confidential files/information ensuring accuracy and completeness.
11. Services public requests for various licenses and certifications, which may include fingerprinting, photographing and applications reviews.
12. Responds to requests from attorneys and other government agencies to accommodate their needs in accordance with DPS policy, state and federal laws.
13. Researches, compiles, analyzes and summarizes data to provide accurate information for audits, briefs, reports, contracts, correspondence, presentations and/or meetings; and to maintain program goals and/or strategic plans.
14. Researches and reviews applicable laws and regulations to ensure compliance within a variety of work assignments.
15. Conducts evaluations of current and/or future needs of the work assignment and provides recommendations.
16. Reports project/program status (e.g., administrative issues, balances and funding) to management.
17. As required, under direction, represents the Department on various committees and task forces, and/or acts as liaison between the Department and other agencies or organizations.
18. Resolves complaints and problems by interpreting departmental policies and regulations.
19. May supervise and review the work of clerical support staff.
Knowledge, Skills, and Abilities Required

Knowledge of:
1. basic accounting principles required to reconcile and balance financial records.
2. the rules of English grammar and composition to prepare, review and edit documents.
3. planning and research principles and practices.
4. local, state and federal laws and regulations applicable to assignment.
5. records management systems (both manual and automated).

Skill in:
1. composing, editing and proofreading a variety of correspondence, reports or forms.
2. the use of computer keyboard devices.
3. the use of computer software programs.

Ability to:
1. independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
2. organize, prioritize and perform multiple tasks concurrently.
3. exercise good judgment in safeguarding confidential or sensitive information.
4. understand written and verbal instructions to complete assigned tasks accurately.
5. calculate mathematical problems of moderate difficulty.
6. establish and maintain effective working relationships with those contacted in the course of assignment.
7. research and reconcile inaccuracies and errors in documents, computer printouts and other written materials.
8. read, comprehend, and interpret written materials of moderate to complex difficulty.
9. effectively communicate both orally and in writing.
10. identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
11. independently make decisions when required and exercise initiative when appropriate.
12. develop feasible short and long range plans and goals to project and develop programs and projects.
Minimum Qualifications

Requires three (3) years of administrative support experience involving the use of personal computers and desktop software such as Microsoft Office Suite or comparable applications OR administrative support experience and related education to total three (3) years.

Note: One (1) year of experience is equivalent to thirty (30) semester hours of coursework from an accredited college or university.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Office setting.
May be required to travel to perform certain work functions.
Must successfully complete the examination process.
Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.

FLSA Status: Non-Exempt
A summary of the Arizona Department of Public Safety Benefits is linked
01

Select the option that describes how you meet the minimum qualifications for the Administrative Assistant classification. NOTE: One (1) year of experience is equivalent to thirty (30) semester hours of coursework from an accredited college or university. MUST UPLOAD COPY OF TRANSCRIPTS official or unofficial) IF COMBINING EDUCATION AND EXPERIENCE.
•  At least three (3) years of administrative support experience involving the use of personal computers and desktop software such as Microsoft Office Suite or comparable applications.
•  A combination of administrative support experience involving the use of personal computers and desktop software and related education totaling three (3) years.
•  None of the above 02

Describe the specific computer and/or database software experience which qualifies you for this classification. This information should also be included in the Work Experience section of your application.
03

Select the option which describes your highest level of education completed.
•  High School Diploma/GED
•  Some College
•  Associate's Degree
•  Bachelor's Degree
•  Master's Degree
•  None of the above 04

If applicable, please list your degree and major or the number of college semester hours you have completed. Must attach a copy of transcripts (official or unofficial) if qualifying with education in combination with experience.
05

I have read, understand, and agree to the requirements and working conditions associated with this classification.
•  Yes
•  No 06

Are you legally entitled to work in the United States?
•  Yes
•  No 07

Please indicate which location(s) you are interested in. (Select all that apply. You will only be contacted regarding vacancies in the area(s) you select.)
•  Flagstaff
•  Phoenix
•  Tucson
•  Yuma 08

Have you ever been convicted of a felony or an offense which would be a felony if committed in the state of Arizona?
•  Yes
•  No 09

I understand if selected for a position, I will take a polygraph and answer questions regarding my past drug use among other items. While some drug usage is allowed, providing untruthful or misleading answers will result in disqualification. I certify the responses I provide to the following questions regarding my prior drug use will be true and accurate to the best of my recollection.
•  Yes
•  No 10

Have you ever sold, produced, cultivated, or transported marijuana, or any other illegal drug, for sale?
•  Yes
•  No 11

Please select the option below which details any marijuana usage (e.g., THC extracts, cannabis, hashish, or marijuana extracts) legally or illegally within the last six (6) months .
•  None
•  1 - 5 times
•  6 - 10 times
•  11 - 20 times
•  21 - 30 times
•  More than 30 times 12

Please select the option below which details any Adderall or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.
•  None
•  1 - 5 times . click apply for full job details