Job No: 541215
Work Type: Full-time
Location: PHOENIX
Categories: Administrative Support/Customer Service,Education/Training,Misc/Other/Not Applicable
SECRETARY OF STATE (DEPT OF STATE) SECRETARY OF STATE (DEPT OF STATE)
The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:
Preserve our history
Promote engagement; and
Protect the future
The office strives to achieve this mission by being trusted, accessible, innovative, and secure
Administrative Assistant III
Job Location:
Address: 1901 W. Madison, Phoenix, AZ 85009
Salary: 20.9/hr. 43,472/annual salary
Grade: 17
First Resume Review will be June 19th, 2026
Job Summary:
The State of Arizona Research Library, a branch of the Arizona State Library, Archives & Public Records, has an opening for an Administrative Assistant III. This position will help keep our library running smoothly by supporting our administrative and financial functions, our Reading Room services, and our print and digital collections' growth, organization, and access. If you are eager to make a difference for those researching Arizona's people, places, history, and government and thrive in a culture of curiosity, learning, customer service, and information access, please consider joining our team.
Our exceptional team of professional and paraprofessional staff are tasked with "Preserving Arizona, Providing Access" through the stewardship of current and historically significant physical collections (Arizona Collection, Arizona Newspapers, Federal and State Documents, Law, and Maps) and digital collections (Arizona Memory Project, Reading Arizona). Visit azlibrary.gov/starl to learn more about our branch and its collections.
The Administrative Assistant supports all Research Library staff, and reports to the Research Library Administrator. This position must work collaboratively with Research Library team members, as well as other Library Services and Archives staff.
This is a full-time, onsite position consisting of a 40-hour work week (8 am - 5 pm, Monday - Friday). The position requires the ability to lift up to 30 pounds. This position requires you to have an updated fingerprint card on file. This position is funded by a grant from the Institute of Museum and Library Services.
The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State's Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.
Job Duties:
Administrative and Financial Duties:
-Create and track purchase orders as requested
-Support Research Library state and grant-funded activities by managing budgets, grant paperwork and files
-Manage all aspects of employee travel in accordance with state policy
-Sort and distribute incoming mail; prepare outgoing mail and shipments
-Maintain supplies, prepare supply orders; coordinate surplus efforts as needed
-Assure inventory, maintenance, and upkeep of office equipment, including laptops, printers, copiers, and scanners
-Coordinate with facilities to report maintenance, telephone or technology issues
-Prepare meeting minutes
-Assist with special events by arranging for facilities, catering, and registration
-Participate in meetings and trainings with other division administrative assistants and accounting personnel
Reading Room Duties:
-Serve as a desk associate in the Reading Room
-Answer the telephone, provide basic information, and direct calls to appropriate staff; greet patrons and guide them through the registration process
-Meet application requirements and be commissioned as a Notary Public in the State of Arizona; notarize documents upon request for staff and patrons.
-Assist with photocopy and scan requests
Print and Digital Collection Support Duties:
-Assist with acquisition of print material by placing orders, checking in materials, contacting vendors for missing materials, processing and shelving
-Assist with acquisition of digital material by downloading PDFs of online newspapers and periodicals
-Manage our Interlibrary Loan functions by submitting outgoing requests on behalf of state employees and fulfilling incoming requests in accordance with our Interlibrary Loan policy
-Assist with inventorying, moving, and shelving library materials
Knowledge, Skills & Abilities (KSAs):
Knowledge:
-Microsoft Office software
-Professional writing and oral communication
-State of Arizona Accounting Manual (SAAM) policies
-AZ360 and the Arizona Procurement Portal
-Library software and systems (Polaris LEAP, Springshare products)
Skills:
-Speak/write clearly and effectively, one-on-one and in group settings
-Provide exceptional customer service
-High attention to detail
-Organize print and digital files
-Strong command of spreadsheets
-Evaluate and solve problems, improve processes
-Maintain discretion/confidentiality with the public, officials, managers, and representatives of the State
Abilities:
-Manage time effectively and adapt to shifting priorities
-Be well organized and highly efficient
-Work independently, work with a team
-Lift up to 30 pounds
-Qualify to be commissioned as a Notary Public in the State of Arizona
Selective Preference(s):
Bachelor's Degree; library experience
Pre-Employment Requirements:
Valid Arizona Driver's License
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
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
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
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
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 :
To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.
Contact Us:
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.
