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 todayThe 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 ADCRR and ACI staff. In addition supports the business needs for ACIs production shops.For further information about the Arizona Correctional Industries visit: Job 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 maintenance - Assists in the writing and maintenance of ACI standard operational procedures for each of the departments within the owned and operated shops- Updates policies and procedures changes as they occur to ensure accuracy- Maintains 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 office- Performs general administrative duties such as data entry, filing, document preparation, and records management- Maintains and updates production, inventory, and work order records in compliance with ACI standards- Assists with timekeeping, scheduling, and workforce tracking (including incarcerated worker assignments)- Processes purchase orders, invoices, and requisitions for supplies and materials- Coordinates communication between facility staff, ACI management, and customers- Conducts research, composes correspondence, and compiles reports on a variety of subjects to assist the Executive Staff in the daily completion of their duties- Assists in creating special projects to assist the Workforce Development Administrators, including budget/audit preparation, preparing presentations, workshops, and other materials for Workforce Development use- Prepares reports, spreadsheets, and correspondence for internal and external stakeholders - Drives on State business- Performs other duties appropriate to the assignment Knowledge, Skills & Abilities (KSAs): Knowledge of: - Planning and analytical principles- ADCRR policies, procedures, and best practices- Information/data gathering, electronic calendar, file organization and maintenance (both general and confidential)- Project and time management- Computers and various applications such as Google Suite, Microsoft Office Suite, and Arizona Correctional Information System (ACIS)- Office Equipment- Basic math, business English, including grammar, vocabulary, and spelling- Records retention and various filing systems - Telephone etiquette and familiarity with a multi-line system Skill in: - Verbal and written communication- Editing documents and reports for correct grammar and details- Organization and presentations- Customer service- Project and time management- Establishing and maintaining interpersonal relationships at all organizational levels- Research, gathering, and assembling reports and statistical data from a variety of sources- Planning, analysis, and coordination of daily activities Ability to: - Function in a fast-paced setting where multi-tasking is required- Interface with executive staff, state government employees, and the public- Plan, analyze, and coordinate activities of varying levels of importance and establish priorities- Work in a correctional environment- Maintain confidentiality- Interact and coordinate with other staff involving complex matters and assignments- Research, collect, and organize a variety of complex data- Follow organizational policies and procedures, State and Federal rules and laws- Work independently with minimal supervision Selective Preference(s): - Three (3) years on the job experience as well as supporting educational experience Pre-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 (see Arizona Administrative Code (A.A.C.) ).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: 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- Paid 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 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 Learn more about the Paid Parental Leave pilot program . For a complete list of benefits provided by The State of Arizona, please visit our 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.