First Things First is currently seeking an Administrative Assistant III (AAIII) to work in the Phoenix/Gila River Indian Community Regional Area in the office located at 4000 N. Central Ave., Suite 800, Phoenix, Arizona 85305, with the opportunity for a hybrid work environment that may include working in the office and working remotely.
The Administrative Assistant III position is a central coordinator for the regional office and serves as the administrative support specialist to a senior regional director and one regional director serving the Gila River Indian Community Region. A key function of this role is the active support of one regional partnership council, representing 11 volunteer members of the community, to ensure meetings comply with legal obligations established for First Things First. This position is an integral part of a team-based environment providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The AAIII serves as an ambassador and trustworthy representative of First Things First, coordinating work with regional staff, regional council members and ensuring effective communication with internal colleagues and external community partners. This position also has the opportunity to work as an active and contributing member of multiple teams, including working professionally and effectively with other administrative assistants to develop increased efficiencies in administrative work.
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This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.
- Examples include budget and procurement monitoring, office management, records retention, file management, state vehicle management and cross-regional collaboration activities.
- Proficient in communicating using multiple modalities, including email, instant messaging, phone and text.
- Administratively support staff and volunteer regional council members
- Process applications and related paperwork using a web-based platform for volunteer regional council members and support the regional council member onboarding process. Maintain strict confidentiality of all information.
- Examples of staff support include senior regional director and regional director and regional area administrative assistant team. Includes directly reporting to the senior regional director. Examples include calendar management, reimbursement and travel management, coordination of regional council meeting logistics (includes video and in-person formats) and meeting document preparation in adherence with Open Meeting Law (OML).
- Examples of regional council member support include coordinating volunteer regional council member interview processes, onboarding and off-boarding process, including training and paperwork and maintaining the regional council member database.
- Coordinate, prepare and process travel-related activities and reimbursements for regional staff and regional council members.
- Assist with the request for the grant application (RFGA) process in alignment with Arizona State Procurement procedures, including accepting requests for grant application proposals from applicants, coordinating applicable meetings related to the confidential review process and assisting with the mailing and delivering of applications.
- Serves as a subject matter expert and support to staff in Open Meeting Law, conflict of interest and computer applications such as Adobe Acrobat Pro, SharePoint and Google.
- Onboarding and training new staff, such as administrative assistant II and regional directors in administrative processes and procedures.
- Leading quality improvement practices
- Examples include initiating and leading workgroups to create, review and update administrative procedures to promote efficiencies within the organization. Accurately and timely communicating changes for the target audience.
- Participating and/or leading roundtable discussions and regional area team meetings with administrative assistants throughout the region and/or state.
- At least four years of administrative experience working in a team environment; or a Bachelor’s degree from an accredited college or university in a relevant field with at least two years of administrative experience working in a team environment.
- Evidence of strong oral, written and listening communication skills, including editing and formatting documents and demonstrating excellent writing skills. Experience in developing and maintaining email distribution lists.
- Possess strong, current computer skills in Adobe Acrobat Pro; Google Workspace (Docs, Sheets, Slides, Calendar, Chat, Gmail, Meet and Sites); and Microsoft Office (SharePoint, Word, Excel, PowerPoint and Publisher) and virtual meeting platforms.
- Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
- Previous experience in offering exemplary customer service is strongly preferred. Experience in working with the regional area communities.
- Experience with minute-taking and writing. Maintaining record retention of documents in accordance with Open Meeting Law is preferred. Knowledge of Arizona Open Meeting Law and experience working with a group of volunteers, board or council is preferred.
- Flexibility in work schedule, such as an occasional meeting that occurs during the evening and/or weekend hours and at times, office coverage. Travel to communities within the regions and occasionally to other FTF offices and locations, including the central office in Phoenix. Must have reliable transportation and a valid driver’s license in good standing.
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
ASRS
HR@FirstThingsFirst.org
