Administrative Assistant 3
1 month ago
A STATE LAND DEPARTMENT
- 1110 West Washington, Suite 510 Phoenix, AZ 85007_
**ADMINISTRATIVE ASSISTANT 3**
Job Location:
Address: 1110 West Washington Street, Suite 510
Phoenix, AZ 85007
Posting Details:
Hourly Rate: $20-$22
Grade: 17
Closing Date: Open Until Business Needs Are Met
Job Summary:
The Arizona State Land Department manages more than 10,000 leases, permits, rights of ways, sales and other contracts relating to the management use and disposition of 9.2 million acres of State Trust lands. State Trust lands are lands granted to the State of Arizona pursuant to the federal Enabling Act. The Trust lands are held in Trust for the common public schools and 13 other public institutions. Any use or disposition of Trust lands must benefit the Trust's beneficiaries.
Under the guidance of the agency’s Appraisal Section Manager, the Administrative Assistant 3 is responsible for coordinating the workload of two agency sections - Appraisal and Cultural Resources Sections, as well as providing occasional agency receptionist back-up support.
Appraisal Section - Coordinating internal and external appraisal request processing - managing appraisal requests in Salesforce, create & maintain internal appraisal files, initiating & tracking appraiser bid communication and follow-up, tracking and presenting bids for award selection, creating invoice requests and purchase orders, creating engagement letters to successful appraisal bidders, tracking and receiving draft and final appraisal reports, processing invoices for payment, distribution of the final appraisals to internal department sections, closing out appraisal files, filing and scanning.
Job Duties:
- Provide Appraisal program guidance and technical support. methods for implementation, analyzing existing management and operating procedures within each program and developing and recommend methods of improvement. (40%)
- Schedule appointments and making arrangements for section related meetings, performing other related administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing each section’s files. (10%)
- Serve as the agency’s ASAP (Application Standard Assessment Process) weekly meeting facilitator - creating the meeting calendar, meeting packets, manager-director worksheet and facilitating the actual meeting. (5%)
- All other relevant duties as assigned. (5%)
Knowledge, Skills & Abilities (KSAs):
**Knowledge**
- General knowledge of the ALSD’s methodologies and tools;
- General knowledge of the ASLD's policies and procedures;
- Advanced knowledge/ proficiency with AMS (Arizona Management System)
- Knowledge of the Geographic Information Systems (GIS);
- Knowledge of the interpretation of topographic, land status, and hydrologic maps;
- Knowledge of State and federal cultural resources laws and policies;
- Knowledge of Legal descriptions of land parcels.
**Skills**
- Advanced skills in verbal and written communication.
- Advanced skills in the organization of computer files and written documents.
- Advanced organizational skills in coordinating workflow tasks of the Cultural Resources Section.
- Skill in developing and maintaining spreadsheets to track data.
- Skill to establish and maintain effective working relationships with various levels of government and business officials as well as the public.
**Abilities**
- Ability to establish performance goals and assess progress toward their achievement.
- Ability to write reports, maintain records, and manage multiple tasks concurrently.
- Ability to establish standard processes and manage performance to achieve key metrics.
- Ability to exercise appropriate personal judgment within the guidelines of recognized laws, rules, procedures, and policies affecting the overall management of State Trust lands.
Selective Preference(s):
A minimum of four years of professional, executive-level administrative and program support experience. Two years of progressively responsible experience with project coordination, agency rules and regulations. An Associate’s degree or college coursework in business or public administration, or related field preferred.
Pre-Employment Requirements:
**Benefits**:
The State of Arizona provides an excellent comprehensive benefits package including:
- 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 3.70 hours bi-weekly
- Deferred compensation plan
- Wellness plans
Retirement:
- Positions in this classification participate in the Arizona State Retirement System (ASRS).
- ASRS is a mandatory condition of employment for all employees who meet the eligibility and membership criteria as defined in statute.
- Enrollment eligibility will become effective after 27 weeks of employment.
- The current mandatory contribut
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