Administrative Assistant 3

2 weeks ago

Phoenix, United States State of Arizona Full time

AZ STATE LAND DEPARTMENT
- 1110 West Washington Street, Suite 510 Phoenix, AZ 85007_

**ADMINISTRATIVE ASSISTANT 3 (Rights of Way)**

Job Location:
Address: 1110 West Washington Street, Suite 510
Phoenix, AZ 85042

Posting Details:
**Salary**: $20-$22 Per Hour

Grade: 17

Closing Date: Open Until Business Needs Are Met

Job Summary:
Under the guidance of the Rights of Way Section Manager, the Administrative Assistant provides administrative support to the Rights of Way section - preparing a variety of complex documents, including section reports, recommendation sheets, notices of appraisal, and comment letters. The incumbent is responsible for performing a variety of complex and time sensitive administrative duties to assist the section staff of professional real estate and rights of way administrators as well as the section managers with a large volume of real estate-related transactions and activities. The position must also complete accurate and timely maintenance of legal records/files as well as effectively screen/handle a variety of calls and visitors.
- SUMMARY OF RESPONSIBILITIES:

- Prepare packets for Board of Appeals and meetings as well as facilitating those meetings;
- Serve as back up support for packet preparation, and meeting facilitation, for ASAP meetings;
- Schedule appointments and make arrangements for division related meetings; Other related office administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing files. Providing back up support to Commissioner office reception as needed.
- All other relevant duties as assigned.

Job Duties:

- Prepare packets for Board of Appeals and meetings as well as facilitating those meetings. (15%)
- Serve as back up support for packet preparation, and meeting facilitation, for ASAP meetings. (15%)
- Schedule appointments and make arrangements for division related meetings; Other related office administrative activities including sorting and distributing mail, using office equipment, and tracking and organizing files. Providing back up support to Commissioner office reception as needed. (15%)
- Other duties as assigned as related to the position. (5%)

Knowledge, Skills & Abilities (KSAs):
**Knowledge**
- Knowledge of principles and practices of commercial real estate sales analysis and disposition.
- Knowledge of principles of project management and coordination.
- Knowledge of construction, evaluation and execution of lease, easement, and sales contracts.
- Knowledge of principles and practices of land use planning and management, and the associated laws, rules and regulations.
- Knowledge of the methods and documents required for the acquisition of land.

**Skills**
- Advanced skills in verbal and written communication.
- Skills in locating and selecting the most appropriate guidelines for numerous and variable circumstances.
- Advanced organizational skills in coordinating activities and efforts of land disposition agents.
- Negotiation skills to obtain support, cooperation, and timely action or change from involved parties.
- Skill to establish and assess program objectives and performance goals.
- Skill to establish and maintain effective working relationships with various levels of government and business officials as well as the public.

**Abilities**
- Ability to compose correspondence and documentation according to Department policy and procedures;
- Ability to gather and summarize data for reports;
- Ability to filter large amounts of complex information and determine what needs to be brought to the attention of the professional section staff;
- Ability to successfully plan and direct a variety of administrative functions;
- Ability to perform problem solving analysis;
- Ability to establish and maintain positive, effective interpersonal relations;
- Ability to establish performance goals and assess progress toward their achievement;
- Ability to write reports, maintain records, and manage multiple tasks concurrently;
- Ability to read and interpret legal descriptions;
- 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):
Some college course work. A minimum of 4 years of professional level administrative support. A minimum of 1 year of experience working in a real estate office environment. A minimum of 2 years’ experience processing real estate documents or other complex contracts,

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.

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