EXECUTIVE STAFF ASSISTANT

Job Summary :

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The Arizona Department of Correction, Rehabilitation & Reentry (ADCRR) is seeking to fill the Executive Staff Assistant position.

This position provides high-level support and technical assistance to the Chief Information Officer (CIO), Deputy CIO, and IT Senior Managers of the Information Technology (IT) Bureau.

This position performs management studies providing planning, coordination, and some technical expertise to manage applications.

Also is responsible for conducting broad-scope operational and / or program-specific analyses of organizational structures, programs, policies, procedures, systems, practices, and operations to improve the effectiveness and efficiency of the Bureau.

Job Duties :

• Manages office functions, tracks bureau operating fund / budget, procurement / Purchase Orders (PO's) and invoice management
• Books and maintains records / processes reimbursements specific to travel requests from CIO and IT Senior Managers
• Collects, compiles, distributes and manages Department metrics
• Masters and maintains updates in , Touchstone platforms, or other complex applications
• Creates associated reports
• Creates metrics and analytical reports using Power Business Intelligence (BI) or other reporting platforms
• Develops training materials
• Conducts research on a wide variety of issues, compiles data and reports findings
• Responds to various research requests
• Creates and / or edits presentations, or documentation
• Prepares complex reports for Executive meetings encompassing data-driven metrics
• Designs and modifies automated systems for applications
• Develops and conducts surveys, confers with staff, gathers information to define needs, plans and conducts analyses
• Researches and tracks information for reports and projects ensuring assignments are completed accurately and in a timely manner
• Maintains current knowledge of department policies and practices to ensure appropriate application when conducting research for reports and inquiries
• Drives on State business
• Performs other duties appropriate to the assignment

Knowledge, Skills & Abilities (KSAs) :

Knowledge of :

• Management, public administration, and organizational principles, concepts and techniques and their practical application to government
• Contemporary business practices, methods and procedures
• Departmental policies and procedures, structure and functions
• State and federal rules and regulations
• Research methodologies
• Strategies to maintain confidentiality of information and documentation
• Various computer software applications (i.e., Microsoft Office) and , Touchstone

Skill in :

• Written and verbal communication
• Time management and planning
• Collaboration, tact and diplomacy
• Typing and computers
• Research
• Office management
• Customer service
• Report writing, problem-solving, analytical, organization and attention to detail
• Identification and analysis of organizational and procedural problems
• Solution based implementation
• Build and maintain effective interpersonal relationships

Ability to :

• Work in a fast-paced environment
• Make sound business-based decisions
• Interpret and communicate rules and regulations and effectively apply interpretation
• Successfully manage and complete multiple projects simultaneously
• Professionally interact with officials and the public
• Maintain confidentiality
• Meet deadlines
• Compose professional correspondence and reports
• Conduct research and compile data into concise easily understood reports
• Evaluate the work of others and express ideas

Selective Preference(s) :

• Bachelor's degree and three (3) years of experience in a lead or executive-level administrative position
• Management analysis and lean practices
• Knowledge of and / or Touchstone
• Experience with Procurement, PO / invoicing / financial tracking
• Experience with report writing platforms and tools such as Power BI

Pre-Employment Requirements :

Employment is contingent on the selected applicant passing a background investigation.

If this position requires 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.) ).

In an effort to maintain a safe environment, all employees are required to take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter.

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

Benefits :

We offer an excellent and affordable comprehensive benefits package to meet the needs of our employees :

• Vacation and sick days with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster / adopted child (pilot program).
• Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options
• Exceptional retirement program
• Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program
• An incentivized commuter club and public transportation subsidy program

Learn more about the Paid Parental Leave pilot program . For a complete list of benefits provided by The State of Arizona, please visit our

Retirement :

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Current ADCRR Employees : Consult with your respective Human Resources Liaison if you are in a different retirement plan than the one indicated above.