Administrative Assistant

Job Location: 100 N 15th Ave Phoenix AZ 85007

Work Mode: Onsite

Candidate Location: Only local to Arizona

ADMINISTRATIVE ASSISTANT II
Duration: 3-6 Months

The General Accounting Office (GAO) front desk Administrative Assistant position is responsible for handling all incoming & outgoing mail, including preparation and distribution of Arizona vendor and payroll warrants via US Mail, inter-agency mail and agency pickup, managing a multi-line main phone line and screening walk up visitors.

Major Responsibilities: -

• GAO front desk coverage which includes receiving and routing an average of 100+ calls per week to designated GAO personnel and other State agencies.
• Process an average of 200+ pieces of mail per day including opening & date stamping & rerouting to correct agency.
• Handles confidential court documents for payroll including date stamping & distribution.
• Directs division visitors including attendees of AFIS training.

- Warrant handling:

• Prepares an average of 2,000 warrants per day for US Mail distribution.
• Distribution of warrants to an average of 15 agencies per day.
• Reconciles an average of 10+ daily payroll handwrites for agency distribution.
• Maintains an electronic spreadsheet for agency pickup tracking.
• Prepares returned warrants for redistribution to agencies.

- Other

• - AMS metrics including tracking and huddleboard postings , Standard Work, etc.,
• self-training courses, scanning & shredding confidential documents, assist with preparation of items for surplus, trains others on support functions, distributes supplies for staff and equipment, assist with other administrative duties.
• Backup for reconciling daily vendor warrants and biweekly payroll.

Skills:

- Customer service, including the public.

- Creating business relationships with agencies.

- Communication, verbal & written.

- Effective Time Management.

- Effective Multi-Tasking

-Trouble shoot equipment issues

-Reconcile documents

-handle confidential materials -

ability to learn and conduct other administrative tasks as requested

Required Skills:

• 2 Years Client Facing Experience
• Front Desk Experience

Preferred Skills

• Google WorkSpace