1110 W. Washington St.
Phoenix, AZ 85007

Pay rate: $22.00 hour

Grade: 17

Closing Date: Open until business needs are met

Under the guidance of the Real Estate Division Section Managers, the Administrative Assistant III provides administrative support to the Rights of Way, Commercial Sales & Leasing, and Planning & Engineering Sections. The incumbent is responsible for performing a large volume of administrative and time-sensitive tasks to assist all staff within the Real Estate Division. This position is responsible for accurate and timely maintenance of internal and external meeting scheduling and agendas, reviewing and routing inquires, creating and maintaining electronic files, routing documents for review and approval, and effectively handling a variety of calls, emails, and visitors.

This position is primarily in-office, and offers a flexible scheduling option of 30-40 hours per week.

-Accurate and timely preparation and maintenance of a variety of documents based on existing templates, including physical and electronic versions of division-level records and files.
-Prepare and update spreadsheets and electronic files for weekly internal meetings and approvals. On a rotating schedule, facilitate the Agency-wide application review meeting.
-Respond to all electronic, telephone and written messages regarding Real Estate Division-related inquires. Screen/handle real-time calls and visitors.
-Work with internal and external customers to schedule and facilitate meetings by coordinating attendee availability, routing draft and final agendas, scheduling conference rooms, and escorting in-person visitors to meeting locations.
-Collect and organize for management review monthly reports provided by other sections for expiring files, invoicing, accounts payable defaults, and insurance defaults.
-Office-related administrative duties and activities; sort and distribute physical and electronic mail, use of standard office equipment, prepare and submit purchase orders related to office supplies, professional memberships, and continuing education courses.
-Serve as back up support for Commissioner's Office reception desk.
-Arizona Management System participation; group huddles and 1:1 coaching sessions; continual identification of areas for process and quality improvement; adherence to established standard work and procedures.
-Other duties as assigned as related to the position.

Knowledge of:
-Principles and practices of basic to complex administrative support procedures and activities
-Document and letter preparation
-Scheduling and calendar maintenance
-Spreadsheet usage and tracking
-Computer programs, including Microsoft Office, Google Suite, and Salesforce
-Basic project management and coordination
-Principles, practices and understanding of basic real estate related activities such as sales and leasing, rights of way, and land use planning

Skilled In:
-Advanced verbal and written communication
-Locating and selecting the most appropriate guidelines for various circumstances
-Organization and time management
-Supporting 20-30 team members
-Collaboration to obtain support, cooperation, and timely action or change from involved parties
-Providing excellent customer service to various levels of government, business officials, and the public

Ability To:
-Compose correspondence and documentation according to Department policy and procedures
-Gather and summarize data for reports
-Decipher large amounts of complex information and determine what needs to be brought to the attention of the professional section staff
-Successfully plan and direct a variety of administrative functions
-Perform problem solving analysis
-Establish and maintain positive, effective, working relationships
-Develop performance goals and assess progress towards their achievement
-Maintain numerous records and manage multiple tasks concurrently
-Exercise appropriate personal judgment within the guidelines of recognized laws, rules, procedures, and policies affecting the overall management of State Trust lands

A minimum of 2 years of professional level administrative support, OR a minimum of 2 years processing real estate documents or other complex contracts. Some college course work preferred.

• Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete required driver training. (refer to Arizona Administrative Code R2-10-207.12.) Driver’s License Requirements.

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

• 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 here)
• Other Leaves - Bereavement, civic duty, and military
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable health insurance plan, including medical, dental, life, and disability insurance
• Tuition Reimbursement and Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

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.

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.