Administrative Secretary 2

DEPARTMENT OF ECONOMIC SECURITY
- Your Partner For A Stronger Arizona. _
- DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona._
- DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life._

**ADMINISTRATIVE SECRETARY 2**

Job Location:
Address: Division of Developmental Disabilities (DDD)
2800 North Highway 87, Coolidge, Arizona, 85128

Posting Details:
**Salary**: $31,000.00 - $34,000.00

Grade: 13

Closing Date: April 24, 2024

Job Summary:
The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Administrative Secretary 2. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. Our Administrative Secretary 2 position is responsible for directing the flow of incoming calls to where they need to go based on the needs of the caller and greeting members, visitors, and employees as they arrive.

Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Job Duties:
Essential Duties and Responsibilities include but are not limited to:

- Provides clerical and administrative support to Arizona Training Program Center (ATPC) unit managers as directed. Manages and ensures meetings and appointments are place on unit managers’ calendars and reserves the conference rooms. Researches and responds to inquiries for information, issues and concerns requested by staff and the public both in person and by telephone.
- Answers the telephone, screen calls, and refers customers to the appropriate person following administration and office guidelines. Takes accurate messages and routes to the appropriate person.
- Checks in and out offices and vehicle keys; schedule and coordinates use of vehicles from motor pool. Secures and places monies received in the safe and is responsible for reconciling monies in safe to ledger and then logs recompilation results.
- Provides support including mailing, scanning, faxing, and copying of documents. Maintains electronic and hard copy filing systems.
- Opens, sorts, and distributes incoming correspondence. Performs data entry and scans documents. Ensures office equipment functions properly and staff are properly trained.
- Responsible for ordering, verifying receipt of, and ensuring supplies inventory are properly maintained.

Knowledge, Skills & Abilities (KSAs):
Knowledge in:

- Communication etiquette and switchboard operation
- Office management systems and procedures
- Administrative and clerical procedures and systems such as word processing, managing files, and records, other office procedures
- Principles, processes, practices, and techniques for providing customer and personal service
- Communication, conflict resolution, mediation, and collaboration techniques
- Policies and procedures, federal law related to employees, and safety and accessibility standards required in office and other working environments

Skills In:

- Making travel, meeting and event arrangements, and managing calendars
- Interpersonal relations with internal and external stake holders
- Oral and written communication, typing, data entry, and problem solving
- Effective time management and organizational skills for managing and prioritizing tasks

Ability to:

- Remain calm and professional in dealing with potentially upset guardians and other emergency situations
- Use and operate standard office equipment, switchboard, computer systems (Microsoft Word, Excel, Power Point, Outlook, and internet), two-way radios, etc.
- Organize, prioritize work, multi-task, and attention to detail
- Open, screen, sort, and route incoming mail appropriately
- Screen and refer incoming telephone calls to appropriate staff
- Work independently or collaboratively with a group

Selective Preference(s):

- Experience interacting and dealing with public in a customer service environment
- Experience operating a switchboard

Pre-Employment Requirements:

- Employees shall have a valid Level One Fingerprint Clearance card issued pursuant to Arizona Revised Statute 41-2758.07 in order to work with children and vulnerable adults.
- Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency’s ability to reasonably accommodate any restrictions.

**Benefits**:
The Arizona