Job No: 541959
Work Type: Full-time
Location: PHOENIX
Categories: Administrative Support/Customer Service
ARIZONA MINE INSPECTOR The Administrative / Receptionist is responsible to providing clerical and administrative support in order to ensure that internal and external customer services are provided In an effective and efficient manner. The position main activities are to: greet. assist and/or direct visitors and 1he general public. receive, direct and relay telephone messages and fax messages, direct the general public to the appropriate staff member, open and date stamp all general correspondences, maintain the general filing systems and file correspondences, maintain an adequate inventory of office supplies, respond to public inquires and coordinates the repair and maintenance of office equipment. Complies and inputs data Into database for the Inspections Program, ability to summarize data for the various reports, assist the Education and Training Program answering questions regarding the training schedule, forms, and inputting the date Into the database, assists the Reclamation Department with general filing, correspondences . public meetings mailings, and processing the payment and performs some administrative assignments independently.
Administrative Assistant III
Job Location:
1700 West Washington Street 4th Floor Phoenix, Arizona 85007
Posting Details:
Hourly Pay Range: $ 15.34 - $21.50
Grade: 17
This position will remain open until business needs are met
Major Resposibilities / Essential Functions:
Answer multi-telephone line. Answer all incoming phone calls to the agency from the public or business contacts. Responsible for greeting the public walk-ins and business contacts to assist with screens visitors with courtesy and tact
Responsible for inputting various reports though out the month into the database program for the Inspection department. Will follow up with the inspector and/or mine operator for clarification of the report submitted. Responsible for creating the mine id number for new customers in the inspection date base. Compose correspondence
Responsible for inputting various reports though out the month into the database program for the Inspection department. Will follow up with the inspector and/or mine operator for clarification of the report submitted. Responsible for creating the mine id number for new customers in the inspection date base. Compose correspondence
Responsible for maintaining/ordering the office supplies, stationery and ink/toner for printer/copier machines. Responsible for checking front office equipment, to make sure the paper is filled, distribute faxes to the appropriate programs staff person and replace ink, as needed
Assist the Training programs with registering the customer and/or students for the MSHA raining classes. Will provide class information dates, times and process the registration form
Responsible for creating the mine id number for new customers in the inspection date base Compose correspondence on a wide variety of subjects
Responsible for sorting and distribute all incoming mail to appropriate staff. date stamp and assist with creating files, mailings and coping correspondence for abandoned mine department
Other duties as assigned as related to the position
Knowledge, Skills & Abilities (KSAs):
Knowledge:
Knowledge of business English spelling, and mathematics; office policies and procedures sufficient to perform limited discretionary tasks· styles and formats of correspondence reports and memos; data athering and summarization methods/techniques, and report preparation, techniques for screening incoming correspondence, visitors, and telephone calls; assignment follow-up and deadline monitoring
This position requires the individual to be able to speaks to individuals with courtesy and tact
Written correspondence, including style and formatting requirements
Intermediate office and clerical procedures
File maintenance
Skills:
Communication skills verbally and in writing; handle detailed work with accuracy and speed perform standard;administrative functions required by manager; gather and summarize date from reports for input, compose varied correspondence with appropriate consideration to relevant policies and procedures· respond to the public with tact, diplomacy and appropriate, timely· skills to operate a computer and Microsoft office programs (work, excel, access, outlook and filemaker); skills with researching information on the internet
Secretary procedures and practices; methods and procedures for researching files to obtain specific information
Collecting and formatting information according to general instructions
Using general office equipment
Typing letters
Abilitiy:
Ability dealing with the public using appropriate tact, resourcefulness and alertness follow-up and deadline monitoring
Ability to do review a report and determine that all areas are filled in and completed
Ability to screen incoming correspondence, visitors, and telephone calls; assignment
Use various computer applications (i.e. Microsoft Word, Excel, Gmail Suite, etc)
Ability to compose correspondence (letter, memo, email and/or fax)
Deal with the public using appropriate tact and resourcefulness
Ability to research a database and update the files
Ability to enter and interpret forms for data entry
Ability to communicate verbally and in writing
Follow written and oral instructions
Selective Preference(s):
Preferred Education, Licensure, Certification:
Responsible experience in a position requiring skill in oral and written communication, initiative, judgment and independence in the performance of duties; or an Associate of Arts degree from
Pre-Employment Requirements:
Employees who drive on state business are subject to driver license record checks, required to maintain acceptable driving records and complete any required driver training (see Arizona Administrative Code R2-10-207.11)
Requires possession of and ability to retain a current, valid state-issued driver license appropriate to the assignment
Class D License required
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)
Benefits:
The State of Arizona offers a comprehensive benefits package to include:
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
Life insurance and long-term disability insurance
Vacation plus 10 paid holidays per year
Health and dental insurance
Retirement plan
Sick leave
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 :
Positions in this classification participate in the Arizona State Retirement System (ASRS)
Note that enrollment eligibility will become effective after 27 weeks of employment
Contact Us:
If you have any questions, please feel free to contact Rachel Salazar at rsalazar@asmi.az.gov for assistance
