Administrative Assistant 3

Job Location: NORTHEAST DIST WIDE MAINT, 2407E. Navajo Rd., Holbrook, AZ 86025

About the role

This position serves as Administrative Assistant to the Northeast District. Under general supervision of the Management Analyst IV, this role performs a variety of administrative functions of moderate difficulty and supports the Northeast District Maintenance team by handling procurement activities for all maintenance units. The position also provides administrative duties to district management staff and the Administrative Services Officer, coordinating activities and administrative matters between organizational units that have a moderate impact on agency operations.

Northeast District is a snow district, and the Administrative Assistant may be assigned to various shifts to staff and dispatch the radio call 24 hours a day, seven days a week when needed for storm coverage.

Responsibilities

• Perform purchasing of approved goods and services and hotel stays for the District units, ensuring compliance with State procurement law; generate purchase requisitions, confirm deliveries, services, and receiving; process invoices for submission; assist with other district needs.
• Review and monitor budget expenditures.
• Perform specialized research and cost estimating for maintenance supervisors; track and manage maintenance services, products, and inventory items; identify and recommend trends for future budget preparation; report maintenance unit expenditures in Pecos.
• Attend meetings, training, and seminars as required.
• Coordinate activities with other District groups, ADOT divisions, and community organizations.

Requirements

• Three (3) years of administrative or accounting experience or a combination of experience and a Bachelor’s degree in Business, Accounting, or a related field.
• High School Diploma or GED.
• This position requires driving or the use of a vehicle as an essential function. Employees must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and 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 must maintain acceptable driving records and complete all required driver training. If operating a personally owned vehicle on state business, statutorily required liability insurance must be maintained (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
• All newly hired State employees must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Skills

Knowledge of:

• Management principles
• Business practices
• Office procedures
• Procurement basics
• Professional English grammar
• Information systems
• Databases
• Google Workspace tools

Skill in:

• Strong verbal and written business communication
• Effective problem-solving
• Accurate data entry
• Proficient use of spreadsheets and word processing
• Confidentiality practices
• Solid time-management and prioritization

Ability to:

• Analyze data and documentation
• Plan and coordinate tasks
• Develop clear administrative materials
• Work effectively under pressure
• Adapt to multiple software platforms

Pay

Salary range: $42,190.00 - $52,190.00. Anticipated starting salary: $47,190.00.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave: Up to 12 weeks per year for a newborn or newly placed foster/adopted child (pilot program)
• Health and dental insurance
• Retirement plan (mandatory participation in the Arizona Retirement System (ASRS))
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance