Job Details

Administrative Specialist III

The Administrative Specialist III (ASIII) position serves as the central coordinator for the Northeast Regional Area including administrative support for the five regions Coconino, Navajo/Apache, Navajo Nation, White Mountain Apache Tribe and Yavapai and assists the Northeast Regional Area Director. A key function of this position is to provide active support to the five regional partnership councils, each comprising 11 volunteer community members, ensuring that meetings comply with the legal obligations established for First Things First. This position is an integral part of a team-based environment, providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The ASIII serves as an ambassador and trustworthy representative of First Things First, coordinating work with regional staff, regional council members and ensuring effective communication with internal colleagues and external community partners. This position also has the opportunity to work as an active and contributing member of multiple teams, including working professionally and effectively with other administrative specialists to develop increased efficiencies in administrative work.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. Job duties include:

• Administratively support staff and volunteer regional council members.
• Examples of staff support include the Northeast Regional Area Director and the regional specialist. Includes directly reporting to the Northeast Regional Area Director.
• Examples of support include calendar management, reimbursement and travel management, coordination of regional council meeting logistics (includes virtual and in-person formats) and meeting document preparation such as meeting packets, recording and retaining meeting minutes, etc. in adherence with Open Meeting Law.
• Project manager and leader for multiple/simultaneous administrative responsibilities.
• Examples include regional area budget and procurement monitoring, office management, records retention, file management, state vehicle management and cross-regional collaboration activities.
• Proficient in communicating using multiple modalities, including email, instant messaging, phone and text.
• Process applications and related paperwork using a web-based platform for volunteer regional council members and support the member onboarding process while maintaining strict confidentiality of all information.
• Examples of regional council member support include coordinating interview processes, onboarding and off boarding process, including training and paperwork and maintaining the regional council member database.
• Coordinate, prepare and process travel-related activities and reimbursements for regional staff and regional council members.
• Assist with the request for the grant application process in alignment with Arizona State Procurement procedures, including accepting requests for grant application proposals from applicants, coordinating applicable meetings related to the confidential review process and assisting with the mailing and delivery of applications.
• Serve as a subject matter expert and support to staff in Open Meeting Law, conflict of interest and computer applications such as Adobe Acrobat Pro, SharePoint, Google Workspace and virtual meeting applications.
• Onboarding and training new staff, such as a regional specialist in administrative processes and procedures. The position may serve as an interim support to other regions when necessary.
• Leading quality improvement practices
• Examples include initiating and leading workgroups to create, review and update administrative procedures to promote efficiencies within the organization. Accurately and timely communicating changes for the target audience.
• Participation in and/or leading discussions and regional area team meetings with other administrative specialists throughout the regional area and/or state.
• Performs duties in a manner that supports the First Things First internal culture and mission with respect and cooperation.
• Supports additional opportunities as related to the role and regional team functions.

Knowledge, Skills & Abilities (KSAs):

• At least four years of administrative experience working in a team environment; or a bachelor's degree from an accredited college or university in a relevant field with at least two years of administrative experience working in a team environment.
• Evidence of strong oral, written and listening communication skills, including editing and formatting documents and demonstrating excellent writing skills. Experience in developing and maintaining email distribution lists.
• Possess strong, current computer skills in Adobe Acrobat Pro; Google Workspace (Docs, Sheets, Slides, Calendar, Chat, Gmail, Meet and Sites); and Microsoft Office (SharePoint, Word, Excel, PowerPoint and Publisher) and virtual meeting applications.
• Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
• Previous experience in offering exemplary customer service within the community