Administrative Assistant 1

Job Summary

This position supports a unit consisting of 1 supervisor - HSUS, 7 case managers (Human Services Specialist III, and one Claims Specialist. The unit serves Pima, Pinal, and 5 other Southern counties for the Post-Permanency Support Program.

Job Duties

• Receiving and inputting into the database new applications for guardianship and adoption subsidy for the Tucson Subsidy office.
• Assuring that contact information is correct and contacting applicants if needed to verify information.
• Mails introductory letters to guardians for Guardianship Subsidy.
• Receives annual reviews, checks contact information for changes, informs case managers when families are licensed foster parents, processes changes in Guardian system, and inputs changes and received dates into database.
• Scans Annual Reviews to case managers.
• Aids case managers who are teleworking with items needed to be printed and mailed.
• Stamps outgoing mail with postage, collects incoming mail and dates stamps it before scanning to case managers.
• Aids case managers in bulk mailing of letters to families as well as sending “Welcome Packets” to new families.
• Maintains postage funds.
• Answers incoming calls, faxes, emails and walk-in customers, makes referrals to subsidy specialists, or assists with receipt of documents or provides forms to clients as needed, allowing Subsidy Specialists to focus on other tasks.
• Notates in Guardian System when providing forms to families.
• Maintains two lists from Guardian system to ensure wayward Guardianship Subsidy applications are located and successfully submitted.
• Constructs detailed emails to field specialists containing instructions on needed actions to remedy off-track applications.
• For applications coming from third party (non-DCS) agencies, creates the guardianship subsidy application in the Guardian system, attaches needed artifacts, and communicates to supervisor needed assignment.
• Maintains Subsidy Email In Box distributing emails to management and subsidy specialists from the Governor's Ombudsman's Office and others.
• Updates calendars in the office including large In Day calendar.
• Maintains supply inventory, needed forms, and provides support to supervisor with office management duties.
• Processes incoming and outgoing transfer cases for internal and external transfers.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs)

• Department and guardianship and adoption subsidy program and eligibility parameters.
• Formatting business letters and e-mail correspondence to the public and internal professionals.
• Overall subsidy system and application requirements.
• Skills in oral and written communication.
• Customer service.
• Computer skills including Adobe, Microsoft Office.
• Typing.
• Workload management.
• Answering multiple phone lines.
• Letter writing.
• Ability to prioritize tasks.
• Handle multiple important assignments at once.
• Seek assistance when needed.
• Follow through without direct supervision.
• Interact with the internal and external customers.

Pre-Employment Requirements

The ability to secure and maintain clearance from the DCS Central Registry. If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements. All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans.
• Top-ranked retirement and long-term disability plans.
• 10 paid holidays per year.
• Vacation time accrued at 4:00 hours bi-weekly for the first 3 years.
• Sick time accrued at 3:42 hours bi-weekly.
• Deferred compensation plan.
• Wellness plans.
• Learn more about the Paid Parental Leave program here.

Contact Us

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email at ADA@AZDCS.GOV. Requests should be made as early as possible to allow time to arrange the accommodation. Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at recruiting@azdcs.gov.