Administrative Specialist III

Our organization operates in Arizona’s early childhood development and health sector, working to build an equitable, family-centered system that supports the health, development, well-being, and education of children from birth to age five. Established through voter initiative in 2006, it works through regional partnership councils and collaborates with tribal governments and community partners to help ensure children enter kindergarten healthy and ready to succeed.

About the role

The Administrative Specialist III provides comprehensive administrative support to the Northeast Regional Area and five regional partnership councils. This role coordinates calendars, meetings, travel, records, procurement, onboarding, and council activities while ensuring compliance with applicable public meeting and administrative requirements. The position is essential to maintaining efficient regional operations and delivering a high standard of service to staff, council members, and external partners.

Responsibilities

• Provide administrative support to senior regional directors, regional directors, and regional council members.
• Manage calendars, travel arrangements, reimbursements, and logistics for virtual and in-person meetings.
• Prepare meeting packets, minutes, and related documentation in compliance with Open Meeting Law.
• Monitor budgets, procurement activities, office operations, records management, and state vehicle coordination.
• Communicate effectively through email, messaging, phone, and text with internal and external stakeholders.
• Process applications and documentation for volunteer council members while maintaining confidentiality.
• Coordinate interviews, onboarding, offboarding, and training activities for council members.
• Assist with grant application processes in accordance with state procurement procedures.
• Serve as a subject matter resource for Open Meeting Law, conflict of interest policies, and relevant computer applications.
• Onboard and train new staff on administrative procedures and provide interim administrative support to other regions as needed.
• Lead quality improvement initiatives within administrative functions.

Requirements

• Experience providing administrative support in a complex organizational environment.
• Knowledge of legal and administrative compliance requirements related to public meetings and Open Meeting Law.
• Proficiency with Adobe Acrobat Pro, SharePoint, Google Workspace, and virtual meeting platforms.
• Strong organizational, communication, and project management skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Strong interpersonal skills and a commitment to providing exemplary customer service.

Pay

Annual salary of $47,840.