Administrative Assistant 3 (531998)

DEPT OF TRANSPORTATION

Driving the future of transportation with a diverse and innovative team!

Job Summary:

Under general supervision, this position is responsible for performing a wide variety of administrative, procurement, financial and communication functions of moderate difficulty between the Northcentral District and other State organizations and vendors.

This position serves as support staff to the District Management Analyst, District Superintendents, District Maintenance Supervisors, and crew members. Position is primarily responsible for purchasing materials, equipment and services, accounting, data processing, payroll inventory, safety, operation and maintenance budgets. Coordinates activities and administrative matters between multiple units, of one or more programs. Answers questions and solving problems.

Overtime may apply during inclement weather. Work multi line phones and two-way radio dispatch during winter months on weekends, nights and holidays. Occasional travel and overnight stay. Responsible for maintaining a high level of confidentiality.

Job Duties:

• Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws, rules, regulations and policies.
• Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws, rules, regulations and policies.
• Answers phones, greets customers, enters time sheets, processes and distributes mail, coordinates payroll hours with PeCoS for accuracy. Performs specialized research and budget estimating for Unit Supervisor and Analyst. Prepares reports for a variety of activities and operational functions. Assists Analyst with fiscal expenditures and identifying trends for future budget preparation. Use of a state vehicle in the course of job duties. Assists in researching compliance with contracts, laws and rules.
• Attends meetings, training and workshops. Works the Northcentral Snow Desk during the winter months as required, working dispatch to communicate roadway weather conditions and incidents to the appropriate departments (DPS & TOC) for daily coverage. Utilizes AZ511 as needed to document roadway conditions during Snow Desk coverage. Provides basic assistance with coordinating recruitment and staffing. Responsible for maintaining the highest level of confidentiality.
• Other duties as assigned as related to the position.

Selective Preference(s):

3 years experience as an Administrative Assistant 1; or 2 years experience as an Administrative Assistant 2; or equivalent administrative office experience; or Bachelor's degree in Business, Accounting or equivalent. Google Suite experience, PECOS, APP, HRIS and MS Office Suite.

Pre-Employment Requirements:

This position requires driving or the use of a vehicle as an essential function of the job and 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).

In order to be considered for this position, you must apply directly on our state website. In order to do so, please visit: https://www.azstatejobs.gov/jobs/administrative-assistant-3-flagstaff-arizona-united-states-ed8df475-b423-49f1-bbb5-9030e9436e9c

Job Type: Full-time

Pay: $42,190.00 - $52,190.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $42,190 - $52,190