The Administrative Specialist II (ASII) position is a central coordinator for the regional office and serves as administrative support to three regional directors serving the Yuma, Colorado River Indian Tribes and Cocopah Tribe Regions. A key function of this role is the active support of three regional partnership councils, each 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 ASII 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 specialists to develop increased efficiencies in administrative work.
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.
● General administrative responsibilities including but not limited to the following: purchase and monitoring of office supplies; develop and maintain email distribution lists; support regional office coverage, including at times, the opening and/or closing of the office, and oversight of office services such as janitorial services, maintenance of a state vehicle, etc.
● Schedule, coordinate and calendar meetings using virtual meeting platforms and in-person meetings that require adherence to Open Meeting Law procedures.
● Communicate using multiple modalities, including email, instant messaging, phone and text.
● In collaboration and under the direction of the administrative specialist III and regional directors, simultaneously handle multiple time-sensitive projects on an ongoing basis and by self-directed and/or team-based approaches.
● Traveling to communities within the assigned regional areas and occasionally to other FTF offices and locations with the State of Arizona, including the central office located in Phoenix.
● Work collaboratively with regional directors to support regional council meeting document preparation, including assistance with writing, editing documents, bundling of final documents using Adobe Acrobat Pro and ensuring documents are posted in alignment with Open Meeting Law procedures.
● Provide administrative support for and during regional meetings and events. Serve as a minute- taker and administrative support to regional directors during regional partnership council meetings held in the community or using a web-based video platform. In-person meetings include coordination of meeting location, setup and breakdown of the meeting.
● Maintain record keeping aligned with record retention procedures, including paper and electronic maintenance of regional council meeting documents.
● Process and maintain applications and related paperwork using a web-based platform for volunteer regional council members while maintaining strict confidentiality of all information. Support the regional council member onboarding process through a team-based approach.
● Assist with the request for the grant application process in alignment with Arizona State Procurement procedures, including accepting request for grant application proposals from applicants, coordinating applicable meetings related to the confidential review process and assisting with the mailing and delivering applications.
● Coordinate, prepare and process travel-related activities and reimbursements for regional staff and regional council members.
● Perform duties in a manner that supports the First Things First internal culture and mission with respect and cooperation.
● Support additional opportunities as related to the role and regional office functions.
• At least two 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 one year of administrative experience working in a team environment.
• Evidence of strong oral and written communication skills, including editing documents. 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 and Meets); and Microsoft Office (Word, Excel, PowerPoint and Publisher).
• 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 communities within Yuma and La Paz counties is strongly preferred.
• Experience with minute-taking and writing. Maintaining record retention of regional council meeting 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 meetings that may occur during evening and/or weekend hours in addition to office coverage. Must have the ability to travel to communities within the regional area with occasional statewide travel. Must have a valid driver’s license in good standing.
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).
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