Job No: 541167
Work Type: Full-time
Location: PHOENIX
Categories: Administrative Support/Customer Service,Business and Financial Administration,Facilities Management/Maintainence/Construction/Operations,Program Management,Misc/Other/Not Applicable
DEPT OF EMERGENCY AND MILITARY AFFAIRS The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections-operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.
CONSTRUCTION AND FACILITY MAINTENANCE ADMINISTRATIVE ASSISTANT 3
Job Location:
Work Location: Papago Park Military Reservation (PPMR), Phoenix, AZ
Posting Details:
Salary: Up to $21.5021 per hour (DOE)
Grade: 17
Closing Date: June 3, 2026
Job Summary:
The Administrative Assistant III assists the Construction and Facility Maintenance Office (CFMO) Physical Plant Supervisor II in providing quality customer service for Arizona Army National Guard (AZ ARNG) facilities by maintaining a highly responsive, Facility maintenance help desk, service request database and ensure strict adherence to established procedures for opening, assigning and closing maintenance service orders. This position is responsible for generating routine and specialized reports for leadership analysis, production prioritization, process improvement and trending. Actively participates in promoting a continuous improvement workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.
Job Duties:
Responsibilities include:
Quality control, assign and track all facility maintenance service requests according to current policies and procedures. Performs extensive data entry to maintain and produce comprehensive and detailed reports
Maintain all necessary permissions, stay current and technically proficient on the latest software applications necessary to perform all duties related to this position to include federal access applications, the current work order management system and all Microsoft office applications: Access, Outlook, PowerPoint, Word, Excel, Visio, and Explorer.
Answer the CFMO helpdesk inquiries via phone and email to assist facility managers in AZ ARNG installations throughout Arizona with facility maintenance service questions.
Routinely engage maintenance supervisors and technicians to ensure accurate record keeping of time and material costs by ensuring service requests are closed accurately and procurement instruments such as credit card invoices and receipts are accurately identified and recorded.
Assist the Physical Plant Supervisor II and Administrative Manager to compile, analyze and report facility operations data to improve CFMO processes and prioritize facility related work to include compiling. Serve as Facility Management (FM) liaison to the Installation Status Report (ISR) Program Manager, for submitting ISR data for CFMO related service and findings on all facilities.
Establish/Improve process related procedures for Physical Plant Supervisor II approval and provide technical training to Facility Managers in person, over the phone, email, Internet webinar or in an open forum.
Assist the Physical Plant Supervisor II to meticulously track and maintain accountability of permissions and appointments for all facility manager appointments. Maintain a comprehensive and current Facility Manager contact list for all AZ ARNG Facilities.
Continuously maintain all credentials necessary to perform all tasks assigned.
Knowledge, Skills & Abilities (KSAs):
Knowledge of:
Office computer software including databases and some programming
Common facility systems, roads, grounds, infrastructure
Routine maintenance and repair, construction methods
Safe work methods and proper equipment
Operating procedures, capabilities, and maintenance processes
Local, state, and federal laws related to the program area
Public administration techniques
Statistical analysis processes
Budget processes
Research techniques
Skilled in:
Training and teaching others
Writing and updating SOP's
Operating computers
Using and demonstrating use of common and specialized software applications
Oral and written communication
Gather, assemble, correlate and analyze facts
Accurately perform numerical detail work
Prepare complex reports in a timely manner
Ability to:
Devise solutions to problems
Evaluate and interpret policies and procedures
Communicate effectively
Review work for accuracy
Prepare complex reports in a timely manner
Performs extensive data entry with accuracy
Work in a team environment
Establish and maintain effective and interpersonal working relationships
Establish priorities and meet deadlines
Function in a high demand and quickly changing environment
Track large quantities of information from multiple sources
Ability to prepare and present reports to leadership
Learn quickly
Work with minimum supervision
Selective Preference(s):
Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described.
Pre-Employment Requirements:
Special Job Requirements:
This position requires possession of and ability to retain a current, valid Arizona state-issued driver's license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)
In State travel required.
Must be a US citizen.
Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining/maintaining a Common Access Card (CAC) within one year of hire.
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements. (https://publicstorage.dc4.pageuppeople.com/1045/ClientPublicFile/3601803f-02e5-4b70-b325-26c8ef309c1b.pdf)
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits:
The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
Learn more about the Paid Parental Leave program here (https://hr.az.gov/about/resources/family-leave-expansion) . For a complete list of benefits provided by The State of Arizona, please visit our benefits page (https://benefitoptions.az.gov/jobseekers)
Retirement :
Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).
Contact Us:
If you have any questions, please feel free to contact hr@azdema.gov.
DEMA is a smoke-free work environment.
ADA/EEO Employer
The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer
