Administrative Assistant 1 at State of Arizona in Tucson, AZ

Summary: The Arizona Department of Child Safety (DCS) is a social and human services agency focused on partnering with families and the community to ensure safety and support for children. The Administrative Assistant 1 will provide secretarial support to a busy unit, handling data entry, managing communications, and assisting case managers with various tasks. Responsibilities: - Receiving and inputting into the data base new applications for guardianship and adoption subsidy for the Tucson Subsidy office. Assuring that contact information is correct and contact applicants if needed to verify information. For Guardianship Subsidy, mails introductory letter to guardians - Receives annual reviews, checks contact information for changes, informs case managers when family is licensed foster parent, processes changes in Guardian system, inputs changes and received date into database. Scans Annual Reviews to case managers. Assists Case Mangers who are teleworking with items needed to be printed and mailed - Stamps outgoing mail with postage, collects incoming mail and dates stamps it before scanning to case managers. Assists case managers in bulk mailing of letters to families as well as sending 'Welcome Packets' to new families. Monitors postage funds - Answers incoming calls, faxes, emails and walk-in customers, makes referrals to subsidy specialists, or assists with receipt of documents or provides forms to clients as needed, allowing Subsidy Specialists to focus on other tasks. Notates in Guardian System when providing forms to families - Monitors two lists from Guardian system in an effort 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. Constructs detailed emails to field specialists containing instructions on needed actions to remedy off-track applications. For applications coming from third party (non-DCS) agencies, creates the guardianship subsidy application in the Guardian system, attaching needed artifacts and communicating to supervisor needed assignment - Monitors Subsidy Email In Box distributing emails to management and subsidy specialists from the Governor's Ombudsman's Office and others. Updates calendars in the office including large In Day calendar. Monitors supply inventory, needed forms and provides support to supervisor with office management duties. Processes incoming and outgoing transfer cases for internal and external transfers - Other duties as assigned as related to the position Required Qualifications: - Knowledge of Department and guardianship and adoption subsidy program and eligibility parameters - Knowledge of formatting business letters and e-mail correspondence to the public and internal professionals - Knowledge of overall subsidy system and application requirements required in order to perform support functions for this program - Skills in oral and written communication - Skills in customer service - Skills in computer skills including Adobe, Microsoft Office - Skills in typing - Skills in workload management - Skills in answering multiple phone lines - Skills in letter writing - Ability to prioritize tasks - Ability to handle multiple important assignments at once - Ability to seek assistance when needed - Ability to follow through without direct supervision - Ability to interact with the internal and external customers - The ability to secure and maintain clearance from the DCS Central Registry - Driver's License Requirements if driving or use of a vehicle is an essential function of the job Preferred Qualifications: - 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 an accredited college or university and one year of the required experience; or a Bachelor's degree from an accredited college or university Required Skills: Guardianship Subsidy Program Knowledge, Adoption Subsidy Program Knowledge, Business Letter Formatting, Email Correspondence, Guardian System, Adobe, Microsoft Office, Typing, Multi-line Phone System, Data Entry Benefits: Affordable medical, dental, life, and short-term disability insurance plans, Top-ranked retirement and long-term disability plans, 10 paid holidays per year, Vacation time accrued at 4:00 hours bi-weekly for the first 3 years, Sick time accrued at 3:42 hours bi-weekly, Deferred compensation plan, Wellness plans, Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.