The Administrative Assistant III serves as the primary point of contact for the organization, providing high-level administrative, operational, and customer service support year-round and during fair operations.
This role manages front office functions, communications systems, supplies, and coordination across departments, while also supporting fair-specific programs, guest services, and staff supervision during peak event periods.
The Administrative Assistant III requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.
• Provide general administrative assistance, including: Research projects as requested (e.g., vendor menus, RV rate comparisons), data entry and document management, laminating, folding, cutting, counting, and assembling materials, reviewing and proofreading website content for accuracy
• Coordinate the School Field Trip Program (and other similar programs), including: Managing form submissions, corresponding with registrants, sending confirmations, and coordinating early entry gate access with Admissions
• Serve as primary receptionist and first point of contact for incoming calls, visitors, and general event inquiries; route calls to appropriate departments and assist callers with website navigation
• Manage office supplies for all departments, including oversight of the Supply Room, coordinating monthly orders, generating purchase orders, and tracking inventory
• Maintain and update the shared staff calendar, administer CISCO phone systems, including display changes, new installs, relocations, and serve as liaison with AZNet
• Oversee the RV space rentals, including payment processing, permit issuance, and coordination with Operations for daily availability and occupancy
• Supervise Support Center Switchboard Crew during fair operations (2–3 employees), including scheduling, timesheets, and script management
• Manage incoming and outgoing mail and packages, including coordination with ADOA and internal distribution
• Serve as Point of Contact for S-1, including charged cell phone management and backpack drop-off/pick-up
• Maintains/updates the staff directory for both Fair and interim (agency contact phone, email)
• Manage switchboard operations, including phone coverage, scripts, and coordination
• Forward vendor and utility invoices (APS, FedEx, etc.) to Accounts Payable
• Compile and distribute Fair information for switchboard operators and staff
• Assist with internal coordination and operational logistics as assigned
• Assemble Guest Services binders and operational reference materials
• Coordinate phone orders and installations related to fair operations
• Serve as the Point of Contact for Hold Harmless forms
• Assist in collecting Certificates of Insurance (COIs)
• Track and disseminate interim event tickets to staff
• Maintain Lost & Found items
• Managing inventories
Knowledge of:
• Standard office administration practices and procedures, including front desk operations, records management, inventory control, and basic procurement processes
• Understanding of customer service principles, confidentiality requirements, and basic computer systems, including email, calendars, and office productivity software
• Working knowledge of multi-line phone systems and professional call-handling standards
• General knowledge of event operations, guest services, and public-facing environments
Skill in:
• Effective verbal and written communication; strong organizational and time-management skills; accurate data entry and record keeping; attention to detail; skilled at managing multiple priorities in a fast-paced environment
• Prioritizing tasks from multiple departments, providing administrative support, performing basic financial tracking, and supervising or coordinating temporary or seasonal staff
• Professional phone etiquette and problem-solving skills are required
• The use of standard office software applications
Ability to:
• Perform light physical tasks such as assembling materials and lifting office supplies, and the ability to work flexible schedules, including evenings, weekends, and extended hours during fair or event operations
• Interact professionally with the public, vendors, and staff; work independently and as part of a team; follow established policies and procedures; maintain confidentiality; and adapt to changing priorities
• Use of standard office software applications
• Work independently and take initiative
• 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.
The State of Arizona offers a comprehensive benefits package, including:
• Sick leave
• Retirement plan
• Health and dental insurance
• Vacation with 10 paid holidays per year
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• 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
• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Please note, enrollment eligibility will become effective after 27 weeks of employment
• If you have any questions, please feel free to contact Brian Westerberg at brian.westerberg@azdoa.gov