AHCCCS

Address:  801 E. Jefferson Street, Phoenix, Arizona 85034

Must reside in the state of Arizona.

Salary:  $40,000 - $45,000

Grade: 19

Closing Date: Open Until Filled

This position is eligible for full-time remote work (including virtual office arrangement in Arizona).

A career in public service awaits you. COME JOIN OUR TEAM!

A great benefit of working for the State of Arizona is a fantastic work/life balance. State employees enjoy challenging work, popular remote work options, comprehensive health and wellness benefits, and career growth opportunities.

What You'll Do:

The Executive Assistant will support and report to the Assistant Director (AD) of Behavioral Health and Housing and provide administrative support to the Division of Behavioral Health Deputy Assistant Directors (DAD). Duties will include but are not limited to: scheduling and managing extensive calendars of internal and external customer meetings (External staff can include CEO's, CFO's, and administrators); manage meeting requests; prepare meeting materials; take minutes and set up Virtual meetings; support hiring managers by submitting on and off boarding information including HRD and ISD tickets to facilitate equipment assignment, set up and returns.

Major duties and responsibilities include but are not limited to:
• Schedule and managing an extensive calendar of internal and external Unit meetings, preparing meeting materials, coordinating logistics and recording minutes from the various meetings. Partnering with unit Project Managers to prioritize and manage scheduling conflicts.
• Providing general administrative support to AD, DADs and Administrators managing unit calendars.
• Responsible for sending and tracking new and updated web-posting for Division.
• Responsible for processing Service Requests for on and off boarding of employees and maintaining a log for the Division.
• Responsible for processing in-state and out-of-state travel requests for the Financial DAD and AD for all DBHH units. This includes getting appropriate approvals and processing the travel claims once the travel is complete, including processing for Director approval and signature.
• Comply with data retention policies and processes and regularly clear out electronic and hard copy files in accordance with requirements. Maintain the hard and electronic files for the staff, complete and maintain documentation of archived records/files.
• Serving as the back up Division time keeper and ordering all necessary supplies and equipment.

Knowledge:
• AHCCCS programs
• Maintenance and organization of filing systems and office procedures
• Microsoft office products such as Word, Excel, Outlook, Access, PowerPoint, and Google suites
• Procurement process and Procure AZ
• Internet researching, data gathering, summarization and reporting
• GoToMeeting and conference line scheduling procedures

Skills:
• Both oral and written communication
• Possess strong document editing and organizational skills
• Prioritize work responsibilities

Abilities:
• Organize
• Manage priorities and multi-task
• Problem solve
• Coordinate activities with external Contractors and internal staff
• Working with materials of a confidentiality nature and maintain confidentiality
• Using good judgment in handling complex situations
• Communicate effectively in an oral and written manner

Minimum:
• Three (3) years of administrative experience, with knowledge of Microsoft Office and/or Google Suite products.

Preferred:
• Experience providing administrative support to upper management level staff.

• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
• Successfully pass fingerprint background check, prior employment verifications and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record for the last 39 months including no DUI, suspension or revocations and less than 8 points on your license. If an Out of State Driver License was held within the last 39 months, a copy of your MVR (Motor Vehicle Record) is required prior to driving for State Business. Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Among the many benefits of a career with the State of Arizona, there are:
• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Other Leaves - Bereavement, civic duty, and military.
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable insurance plan, including medical, dental, life, and disability insurance
• Participation eligibility in the Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

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.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Lifetime Pension Benefit Program
• Administered through the Arizona State Retirement System (ASRS)
• Defined benefit plan that provides for life-long income upon retirement.
• Required participation for Long-Term Disability (LTD) and ASRS Retirement plan.
• Pre-taxed payroll contributions begin after a 27-week waiting period (prior contributions may waive the waiting period).

Deferred Retirement Compensation Program
• Voluntary participation.
• Program administered through Nationwide.
• Tax-deferred retirement investments through payroll deductions.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by emailing careers@azahcccs.gov.
Requests should be made as early as possible to allow time to arrange the accommodation. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.