Address:  1110 West Washington Street, Suite 510
Phoenix, AZ, 85007

Salary: $22.00 

Grade: 18

Closing Date: Open Until Business Needs Are Met

The Arizona State Land Department manages more than 10,000 leases, permits, rights of ways, sales and other contracts relating to the management use and disposition of 9.2 million acres of State Trust lands. State Trust lands are lands granted to the State of Arizona pursuant to the federal Enabling Act. The Trust lands are held in Trust for the common public schools and 13 other public institutions. Any use or disposition of Trust lands must benefit the Trust's beneficiaries.

Under the direction of the Administrative Procedures & Information Section (APIS) Manager, the Program Project Specialist 1 is responsible for coordinating and monitoring the workflow of the Department’s Public Portal by receiving credential requests from customers via email, Salesforce, or in person & issuing credentials in Salesforce, processing cancellation requests, processes public record requests, redacting and scanning of documents. Perform senior level customer service activities (in person, via email, and by telephone). This position also serves as backup to the Customer Service 3 representatives. The ability to maintain confidentiality of sensitive information and attention to detail are fundamentally important aspects of this position.

This position is part of a team that serves as the first point of contact at the public records counter or reception/mailroom and by telephone.

This position is an on-site position with no teleworking options. The hours for this position are 8:00 a.m. to 5:00 p.m., Monday through Friday.

• Issues credentials in Salesforce, research agency’s rolodex system for any existing accounts, processes request by completing any necessary customer outreach, completes address change requests, including Account/Contact updates.
• Receives all goods & services physically and into the Arizona Procurement Portal (APP), with direction from the Accounting Section. Processes and coordinates with internal & external customers on expired leases/permits/right of way grants and cancellation of leases/permits/right of way grants.
• Processes public record requests. Search for responsive materials using manual and electronic systems, redact documents as necessary and ensure production to requestor.
• Monitors and distributes case queue in Salesforce.
• Coordinates and assists with maintaining the Department’s filing system including retrieval, filing, file conversion, redacting and scanning. Updates the electronic file inventory systems and box manifest.
• Performs clerical tasks as needed.
• Applies the principles, theories, and concepts of the Arizona Management System; actively participating in daily group huddles and huddle board updates; continually identifying areas for process and quality improvement; adhering to established standard work and procedures.
• Other duties as assigned.
  

Knowledge
• Appropriate use of grammar, punctuation, and formatting of various business documents.
• Professional office management practices and procedures
• Record retention requirements and restrictions
• Filing and scanning practices and associated software
• Redaction procedures and associated software
• Public record laws
• Rules and statutes
• Land legal descriptions - how to read and how to write them
• Land title research methods

Skills
• Typing and performing detailed and complex work with accuracy and speed
• Answering routine questions from the public in person, via email, and by telephone
• Excellent oral and written communication
• Excellent organizational skills
• Excellent workload management
• File organization
• Data entry
• Basic math and cash handling skills
• Proficiency using computer software/programs (i.e., PDF, Microsoft Office Suite and Google Suite, Salesforce)
• Understanding title documents and their meaning
• Conducting land title search
• Conducting computerized current and historical land records research

Abilities
• Ability to prioritize duties to meet specified deadlines.
• Ability to work independently; to plan, analyze, coordinate activities, and establish priorities; to develop effective operating procedures.
• Ability to interact positively with customers particularly while deescalating situations
• Ability to maintain the highest level of confidentiality
• Maintain a positive attitude and contribute constructively to staff morale
• Establish and maintain effective working relationship with personnel, public, and lessees
• Articulate thoughts effectively
• Compose various documents with minimal supervision (i.e., letters and memos)
• Ability to change priorities quickly and multitask
• Learn and seek training in the research of historical and current computer data and documentation
• Safely lift up to 40 pounds in order to accomplish work assignments
• Ability to bend, stretch, stoop, and reach

• A minimum of 3 years of strong customer service experience with both phone and in person customers.
• A minimum of 3 years of experience responding to sensitive requests for information and assistance, providing follow through and resolution to internal and external customers.
• Some college coursework preferred - studies in general business, business communications, and office procedures/records management.

This position requires occasional driving or the use of a vehicle as an essential function of the job, then the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

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

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

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).
• Participation is a mandatory condition of employment for all employees who meet the eligibility and membership criteria as defined in statute.
• Enrollment eligibility will become effective after 27 weeks of employment.
• The current contribution rate is 12.27%
  

If you have trouble applying for this position, please email HRIShelpdesk@azdoa.gov for assistance.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting ASLD Human Resources at 602-542-2629. Requests should be made as early as possible to allow time to arrange the accommodation.

Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.