Administrative Assistant

Department of Child Safety

The Arizona Department of Child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

Job Location:

POST-PERMANENCY SUPPORT OFFICE 4201 S Santa Rita Ave Tucson, AZ

Salary: $15.45 HRLY / $32,136.00 Salary. Grade: 13. Closing Date:
July 11, 2026.

This position is the only secretarial position to support a unit consisting of 1 supervisor (HSUS), 7 case managers (Human Services Specialist III) and one Claims Specialist. This is a very busy, high caseload volume unit, which services Pima, Pinal, as well as 5 other Southern counties for the Post‑Permanency Supports Program, formerly known as Adoption & Guardianship Subsidy. The receptionist/clerical position provides a public‑facing assistant to the calls received and the walk‑in clients as well.

Data entry tasks are expected as well as monitoring and contact with field case managers regarding guardianship subsidy applications. The person receives and distributes US mail, scans items, and uploads when appropriate.

• Receiving and inputting new applications for guardianship and adoption subsidy into the database at the Tucson Subsidy office; ensuring contact information is correct and contacting applicants if needed to verify information. For Guardianship Subsidy, mails introductory letter to guardians.
• Receiving annual reviews, checking contact information for changes, informing case managers when a family is licensed foster parent, processing changes in Guardian system, and inputting changes and received dates into the database. Scanning annual reviews to case managers. Assisting case managers who are teleworking with items needed to be printed and mailed.
• Stamping outgoing mail with postage, collecting incoming mail and stamping it before scanning to case managers. Assisting case managers in bulk mailing of letters to families as well as sending “Welcome Packets” to new families. Monitoring postage funds.
• Answering incoming calls, faxes, emails and walk‑in customers, making referrals to subsidy specialists, or assisting with receipt of documents or providing forms to clients as needed, allowing Subsidy Specialists to focus on other tasks. Notating in Guardian System when providing forms to families.
• Monitoring two lists from Guardian system to ensure that wayward Guardianship Subsidy applications are located and successfully submitted. This entails having knowledge of requirements for an acceptable application and how to navigate Guardian to ascertain where the application got side‑tracked. Constructing detailed emails to field specialists containing instructions on needed actions to remedy off‑track applications.
• For applications coming from third party (non‑DCS) agencies, creating the guardianship subsidy application in the Guardian system, attaching needed artifacts and communicating to supervisor needed assignment.
• Monitoring Subsidy Email In Box, distributing emails to management and subsidy specialists from the Governor’s Ombudsman's Office and others. Updating calendars, including large In‑Day calendar. Monitoring supply inventory, needed forms and providing support to supervisor with office management duties. Processing incoming and outgoing transfer cases for internal and external transfers.
• Other duties as assigned related to the position.

• Department and guardianship and adoption subsidy program and eligibility parameters.
• Formatting business letters and e‑mail correspondence to the public and internal professionals.
• Overall subsidy system and application requirements necessary for performing support functions for this program.

• Oral and written communication.
• Customer service.
• Computer skills including Adobe and Microsoft Office.
• Typing.
• Workload management.
• Answering multiple phone lines.
• Letter writing.

• Prioritize tasks.
• Handle multiple important assignments at once.
• Seek assistance when needed.
• Follow through without direct…