Address: Arizona Advisory Council on Indian Health Care (AACIHC)
150 N. 18th Ave., Phoenix, AZ 85007

Salary: $60,000 - $65,500

Grade: 22

FLSA: Exempt

Closing Date: Open Until Filled

The Arizona Advisory Council on Indian Health Care (AACIHC) is looking for a highly motivated individual to join our team as an Executive Assistant. Under the direction of the Director, this position provides high-level professional administrative support to the Director and Business Operations Administrator. The position will be responsible for performing a full range of administrative duties to the Arizona Advisory Council on Indian Health Care (AACIHC) as a whole, by scheduling, coordinating, and documenting tribal, state and federal agency meetings, and by preparing, maintaining, and/or organizing budget reports, travel claims, and coordination of process office invoices. This position will frequently communicate with Advisory Council members, state legislative staff, federal, state and tribal leadership and stakeholders. Supervision will be provided to the Community Outreach Coordinator.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and your 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.

Major duties and responsibilities include but are not limited to:
• Coordinate meetings for the AACIHC staff and Advisory Council/Board. Posting notifications and agendas to state meeting website, prepare and send presentations and materials for meetings via on-line platforms, etc. Document and process high level and detailed meeting minutes. Maintains AACIHC membership status and files. Updates tribal stakeholder directories. Participate in AACIHC Leadership Team meetings assisting with the development & implementation of agency strategic goals, policies & work plans. Coordinate agenda, materials & logistics for other agency leadership meetings, both internal and with external partners.
• Coordinate travel arrangements and prepare, complete and submit travel claims for all agency employees, ensuring timely submission and employee reimbursement, for all agency employees. Serve as the business partner for the agency working with HR to coordinate updates of position descriptions, follow up with posting of new job postings, on boarding new staff. Works with procurement on necessary documents to ensure payment for consultants and other office expenses. Follows-up on purchase orders. Completes registrations for employees for conferences and flights (coordinating with p card AHCCCS holders).
• Supervise and mentor direct report, the community outreach coordinator, ensuring efficiency in the workplace and that public communications (i.e. newsletters, social media postings, email notifications, etc.) and community events are being published and attended regularly, covering in their absence, and meeting weekly to address any concerns that come up. Also maintain and create performance reports.
• Screen and direct incoming calls and visitors to the AACIHC. Research information needed in order for the Director or designated staff person to respond to calls, inquiries or concerns including research needed for projects they are working on. Manage the Director's calendar and meeting schedule. Process incoming mail, voicemails, and emails (receipt, sort, copy, distribute). Follow-up on pending matters.
• Organize and maintain files for quick and easy retrieval of information via in-person and virtually. Facilitate and coordinate with AHCCCS facility department and/or Information Services Desk (ISD) to ensure connections to office machines (copiers and printers) and maintain office supplies.

Knowledge of:
• Policies, procedures and programs of the State of Arizona, Indian health care delivery systems, and how this position will interact with other divisions, state agencies and external customers
• Methods and proper preparation of reports
• Full range of complex secretarial functions of a responsible and confidential nature
• Tribal cultures and tribal government structures
• State budget policies and procedures and fiscal management
• State contract and procurement policies and purchasing procedures
• Sate personnel rules, policies and procedures
• Principles and practices of program and project planning, development, implementation and analysis
• AHCCCS Rules and Regulations, operating policies, procedures and legislation
• Principles and practices of personnel management and employee relations
• Principles and practices of supervision
• Methods of communicating with various officials and external and internal customers, through written, oral and/or electronic

Skill in:
• Time management of varied administrative functions
• Excellent verbal, written and interpersonal communications
• Responsive, full range administrative support to AACIHC staff for overall quality of work products and information management as assigned by the AACIHC Director
• Computer Skills, including experience with Google Suites, Microsoft Products, and other virtual meeting platforms (Zoom)
• Excellent verbal and written communication skills
• Project management skills
• Organizational skills
• Excellent interpersonal relation skills including the facilitation of group interaction
• Analytical and problem solving
• Represent the division effectively and positively to others
• Objective when making decisions or recommendations regarding the division
• Maintain confidential information and ability to maintain confidentiality

Ability to:
• Interact with AACIHC members, tribal members, state agencies, staff members and outside health care representatives
• Exercise high degree of discretion and independent judgment
• Research and summarize data and compose reports
• Must be able to prioritize work tasks
• Maintaining a working relationship with AACIHC staff, Council members, tribal, state and federal program staff for high quality and timeliness of assigned special projects
• Work independently with minimal oversight
• Initiate projects/recommendations for continuous quality improvement
• Work with differing opinions and bring about compromise
• Listen effectively and steer others toward solutions
• Be creative in approaches to employee morale and in communication and interactions with employees
• Present ideas, recommendations or solutions to senior management effectively
• See the big picture and support the division in its vision, goals and objectives
• Lead or participate in division-wide and agency-wide task forces, committees, and work groups
• Identify where improvement is needed and to be able to develop strategies for change

Minimum:
• Three (3) to five (5) years high-level professional administrative support that includes one (1) year of supervisory experience.

Preference:
• Preference will be given to candidates with state government experience and/or healthcare experience. Preference for individuals with supervisory experience, or experience leading large workgroups. Preference for individuals with experience working with I/T/U's

• 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.)

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. Learn more about the Paid Parental Leave pilot program here.
• 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.