Administrative Assistant—Quality Management Services

Administrative Assistant - Quality Management Services

Division

Quality Management Services

$40,000-$50,000 depending on background and experience.

• Posting job announcements and recruiting events on the Office’s website and on other job boards.
• Reviewing job candidates’ applications to see if minimum qualifications are met for the position.
• Conducting engaging phone screenings with job candidates.
• Scheduling and coordinating all interviews and job candidate exercises, checking job candidate references, and preparing regrets notices and offer letters.
  Maintaining the recruiting calendar for interviews and career events.
• Organizing career fairs, including gathering displays and materials for recruiters.
• Following up with candidates and division hiring managers to ensure updated information on the interview process status.
• Managing current candidate information and activity throughout the recruiting process.
  Assisting with entering annual training classes into the training database and keeping it updated.
• Responding to employee and instructor requests to add, drop, or change classes.
• Ensuring that all training class documents are complete, organized, and retained.
• Coordinating/creating class administrative materials.
• Providing support to training instructors, including setting up and taking down applicable rooms and equipment.
• Assisting in the monitoring of the Office’s compliance with U.S. GAO’s Government Auditing Standards continuing professional education requirements.
• Communicating effectively and professionally with people inside and outside of the Office through phone calls, emails, or in person.
• Posting documents on the Office’s intranet on SharePoint.
• Performing receptionist duties daily from 3:30 p.m. to 5:00 p.m. and as needed.
• Backup for Office courier duties such as mail deliveries between Phoenix offices and courier runs to the State Capitol.
• Backup to other divisional administrative assistants.
• Maintaining regular attendance and punctuality.

• High school diploma or equivalent (required).
• Two to 3 years’ previous administrative assistant or relevant experience (preferred).
• Possess an Arizona driver’s license (required).
• Strong interpersonal and communication skills and the ability to interact effectively with job candidates and Office professionals.
• Strong organizational skills with the ability to properly prioritize workloads, adapt to changing priorities, and successfully manage competing priorities and deadlines.
• Knowledge and proficiency of Microsoft Office (e.g., Word, Excel, Outlook, PowerPoint, Teams, SharePoint).
• Knowledge of Adobe Acrobat and InDesign, and Smart Sheet. (preferred).
• Ability to produce high-quality, accurate work in a timely manner when completing tasks that require a high level of attention to detail.
• Ability to work under pressure and solve problems as they arise.