ADMINISTRATIVE ASSISTANT III

Job Summary Do you have at least 3 years of experience as an Administrative Assistant? The Arizona Correctional Industries (ACI) is making a positive impact on the Correctional Industry. Be part of the team making a difference. Apply today The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is looking for a master multitasker with excellent communication skills and a great attitude to provide administrative, clerical, and operational support to all Arizona Correctional Industries (ACI) owned and operated production shops and Workforce Development Administrators located within a correctional facility. Coordinates policies and procedures with ADR and ACI staff. In addition supports the business needs for ACIs production shops. For further information about the Arizona Correctional Industries visit Duties Coordinates the management of the shops to include scheduling all appointments with outside contractors, upkeep of equipment, and working with the supervisors to coordinate repairs and regular building maintenanceAssists in the writing and maintenance of ACI standard operational procedures for each of the departments within the owned and operated shopsUpdates policies and procedures changes as they occur to ensure accuracyMaintains the ACI central office calendar, coordinating booking meetings and scheduling training, classes, and other activities as well as maintaining the ACI leave calendar for the officePerforms general administrative duties such as data entry, filing, document preparation, and records managementMaintains and updates production, inventory, and work order records in compliance with ACI standardsAssists with timekeeping, scheduling, and workforce tracking (including incarcerated worker assignments)Processes purchase orders, invoices, and requisitions for supplies and materialsCoordinates communication between facility staff, ACI management, and customersConducts research, composes correspondence, and compiles reports on a variety of subjects to assist the Executive Staff in the daily completion of their dutiesAssists in creating special projects to assist the Workforce Development Administrators, including budget/audit preparation, preparing presentations, workshops, and other materials for Workforce Development usePrepares reports, spreadsheets, and correspondence for internal and external stakeholdersDrives on State businessPerforms other duties appropriate to the assignmentKnowledge, Skills & Abilities (KSAs) Knowledge of:Planning and analytical principlesADCRR policies, procedures, and best practicesInformation/data gathering, electronic calendar, file organization and maintenance (both general and confidential)Project and time managementComputers and various applications such as Google Suite, Microsoft Office Suite, and Arizona Correctional Information System (ACIS)Office EquipmentBasic math, business English, including grammar, vocabulary, and spellingRecords retention and various filing systemsTelephone etiquette and familiarity with a multi-line systemSkill in:Verbal and written communicationEditing documents and reports for correct grammar and detailsOrganization and presentationsCustomer serviceProject and time managementEstablishing and maintaining interpersonal relationships at all organizational levelsResearch, gathering, and assembling reports and statistical data from a variety of sourcesPlanning, analysis, and coordination of daily activitiesAbility to:Function in a fast-paced setting where multi-tasking is requiredInterface with executive staff, state government employees, and the publicPlan, analyze, and coordinate activities of varying levels of importance and establish prioritiesWork in a correctional environmentMaintain confidentialityInteract and coordinate with other staff involving complex matters and assignmentsResearch, collect, and organize a variety of complex dataFollow organizational policies and procedures, State and Federal rules and lawsWork independently with minimal supervisionSelective Preference(s) Three (3) years on the job experience as well as supporting educational experiencePre‑Employment Requirements Employment is contingent on the selected applicant passing a background investigation and drug test. 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. In an effort to maintain a safe environment, all employees are required to take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter. All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).Benefits Vacation and sick days with 10 paid holidays per yearPaid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability optionsExceptional retirement programOptional employee benefits such as deferred compensation plans, credit union membership, and a wellness programAn incentivized commuter club and public transportation subsidy programRetirement 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 . Requests should be made as early as possible to allow sufficient time to arrange the accommodation.#J-18808-Ljbffr