Administrative Assistant

Job Description
Operations Assistant supports the General Services (GS) unit within the Director’s Office of the Business and Financial Services Division. This position plays a key role in maintaining the day-to-day operations of the agency’s front office, fleet administration, facilities services, mailroom operations, and special projects. The individual will serve as the first point of contact for visitors and clients, ensuring a welcoming and professional environment while also supporting a wide range of operational and administrative functions.

Key Responsibilities
Front Office & Reception:

• Serve as the first point of contact at the agency’s front desk, greeting visitors and customers professionally.
• Answer and direct phone calls to appropriate staff or departments.
• Enforce visitor security protocols and issue security badges.
• Receive and sign for incoming deliveries and packages.

Administrative Support:

• Maintain calendars, schedule appointments, and support internal event coordination.
• Create, manage, and retain digital and physical records and documents.
• Prepare written communications, spreadsheets, and performance reports.
• Support the GS Manager with planning, coordination, and documentation for projects.

General Services Support:

• Assist with mailroom duties, including internal and external mail distribution.
• Coordinate vehicle reservations, maintain fleet logs, and liaise with vendors for vehicle servicing.
• Complete shipping and receiving duties, including asset tagging and surplus property coordination.
• Perform building and facilities-related requests, such as key issuance and workspace support.

Special Projects:

• Assist with state processes including Arizona Procurement Portal (APP) data entry, Surplus Property, Treasury, and ADOA warrant runs.
• Participate in cross-functional support projects as assigned by the GS Manager.

Knowledge, Skills & Abilities (KSAs) Knowledge of:

• Administrative processes and office management procedures.
• Basic principles of facilities and fleet support.
• Government financial procedures, including budgeting, payroll, and procurement systems (preferred).

Skilled in:

• Microsoft Excel, Word, Google Sheets/Docs, Gmail, and Google Calendar.
• Oral and written communication with diverse audiences.
• Record keeping, report writing, and document preparation.
• Organizing and prioritizing tasks to meet deadlines efficiently.

Ability to:

• Work independently and as part of a collaborative team.
• Multitask and manage competing priorities with attention to detail.
• Lift and move cumbersome items, and work in various indoor/outdoor environments.
• Drive a state vehicle within a 5-mile radius occasionally (valid driver’s license required; no reimbursement needed).

Selective Preferences

• Experience in facilities support, mailroom operations, fleet management, or administrative services.
• High-level computer proficiency and ability to quickly learn agency-specific systems.
• Demonstrated reliability, customer service, and problem-solving abilities.
• A postgraduate degree in a relevant field is preferred.
• Experience with cloud-based collaboration tools, especially Google Workspace, is desirable.

Work Conditions

• This position requires occasional lifting and movement of equipment and packages.
• The role involves working in varied conditions, including indoor office and outdoor/warehouse settings.
• Occasional driving of a state vehicle

Interviews will be onsite.

Education:
Bachelor's Degree. Master's Degree Preferred.