Administrative Assistant 3

Ombudsman Divison

800 W. Washington ST

Phoenix, AZ 85007

The Administrative Assistant is responsible for providing secretarial/office support to the Ombudsman Division.

• This position provides specialized secretarial/administrative support requiring knowledge of procedures, forms, and documents and a moderate degree of secretarial/administrative support skills to the Ombudsman Division; prepares a variety of correspondence and other documents using technical knowledge and expertise; completes correspondence/notices/forms from marginal notes, verbal and written directions; creates, processes, updates, and maintains Ombudsman files; assists Ombudsman and Assistant Ombudsman as needed, with scheduling and tracking of deadlines and other events.
• Ensures secretarial/administrative activity is performed thoroughly, professionally, in a timely manner, and in accordance with applicable laws; generates high-quality work product.
• This position will be responsible for screening and handling a wide variety of telephone calls and mail. In addition, this position will confer and collaborate with representatives from other divisions of the Commission and members of the public to acquire and give information requiring minimal judgement or discretion regarding general questions posed.

• Commission computer system.
• Ombudsman Division purposes, goals, organization, workflows, equipment, and processes, including administrative and office procedures.
• Concepts, terminology, principles, and procedures related to state law pertaining to workers’ compensation.
• Internet Search Engines, social media and Government websites.

• Teamwork.
• Planning/organization, multi-tasking, and time management.
• Clear and concise oral and written communication, including attention to detail.
• Use of computers and other technical devices/programs/software.
• Problem-solving, ingenuity, and decision-making.
• Interpersonal communication and mentoring.
• Conducting web engine, social media, and government website searches.
• Bilingual-Fluent in English and Spanish.

• Interact professionally with a diverse group of clients, coworkers, and the public.
• Display courteous, ethical, and professional behavior.
• Exercise good judgement in making decisions.
• Multi-task, prioritize, adapt to changing circumstances, and follow instructions.
• Maintain emotional control and work under pressure.
• Effectively manage various assignments and work in a fast-paces environment.
• Coordinate work with administrative support staff and investigators within the Legal Division.
• Proofread and ensure accuracy and quality work.
• Recognize and engage those with different backgrounds, characteristics, and perspectives to bridge gaps in understanding of differing viewpoints, as well as ensuring persons with diverse perspectives are given the opportunity to collaborate and provide input.
• Gather and decipher information obtained from research to determine whether a business is operation with employees.
• Read, write, and speak English and Spanish sufficient to assist claimants.

• Bi-lingual English/Spanish Speaking

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

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness…