Administrative Assistant III

SECRETARY OF STATE (DEPT OF STATE)

The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to preserve our history, promote engagement, and protect the future. The office strives to achieve this mission by being trusted, accessible, innovative, and secure.

Job Location:

1901 W. Madison, Phoenix, AZ 85009

Salary: $20.90/hr. $43,472/annual salary

Grade: 17

First Resume Review will be June 19th, 2026

The State of Arizona Research Library, a branch of the Arizona State Library, Archives & Public Records, has an opening for an Administrative Assistant III. This position will help keep our library running smoothly by supporting our administrative and financial functions, our Reading Room services, and our print and digital collections growth, organization, and access. If you are eager to make a difference for those researching Arizona's people, places, history, and government and thrive in a culture of curiosity, learning, customer service, and information access, please consider joining our team.

Our exceptional team of professional and paraprofessional staff are tasked with "Preserving Arizona, Providing Access" through the stewardship of current and historically significant physical collections and digital collections. Visit azlibrary.gov/starl to learn more about our branch and its collections. The Administrative Assistant supports all Research Library staff, and reports to the Research Library Administrator. This position must work collaboratively with Research Library team members, as well as other Library Services and Archives staff.

This is a full-time, onsite position consisting of a 40-hour work week (8 am - 5 pm, Monday - Friday). The position requires the ability to lift up to 30 pounds and to have an updated fingerprint card on file. This position is funded by a grant from the Institute of Museum and Library Services.

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.

• Administrative and Financial
  :
  Create and track purchase orders; support state and grant-funded activities by managing budgets, grant paperwork, and files; manage all aspects of employee travel; sort and distribute incoming mail, prepare outgoing mail and shipments; maintain supplies, prepare supply orders, coordinate surplus efforts; assure inventory, maintenance, and upkeep of office equipment; coordinate with facilities to report maintenance, telephone, or technology issues; prepare meeting minutes;
  
  assist with special events by arranging for facilities, catering, and registration; participate in meetings and trainings with other division administrative assistants and accounting personnel.
• Reading Room
  :
  Serve as a desk associate; answer the telephone, provide basic information, and direct calls to appropriate staff; greet patrons and guide them through the registration process; meet application requirements and be commissioned as a Notary Public in the State of Arizona; notarize documents upon request; assist with photocopy and scan requests.
• Print and Digital Collection Support
  :
  Assist with acquisition of print material by placing orders, checking in materials, contacting vendors for missing materials, processing and shelving; assist with acquisition of digital material by downloading PDFs of online newspapers and periodicals; manage Interlibrary Loan functions by submitting outgoing requests and fulfilling incoming requests; assist with inventorying, moving, and shelving library materials.

• Microsoft Office software
• Professional writing and oral communication
• State of Arizona Accounting Manual (SAAM) policies
• AZ360 and the Arizona Procurement Portal
• Library software and systems (Polaris LEAP, Springshare products)

• Speak/write clearly and…