Administrative Assistant - Quality Management Services
Division
Quality Management Services
Starting Salary
$40,000-$50,000 depending on background and experience.
Key Responsibilities
- 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.
Qualifications
- 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 SmartSheet. (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.