Administrative Assistant 3 - Phoenix Arizona

FOSTER CARE SUPPORTS
3003 N Central Ave Phoenix, AZ 85012

Salary: $16.6320 HRLY/$34,594.56 Salary 

Grade: 17

Closing Date: September 18, 2023

The Foster Care Support Administrative Assistant 3 reports to the Foster Care Support Program Manager and provides support services of considerable difficulty to the Foster Care Support Team. In addition, this position receives phone calls from the Kids-Need-U and Warmline hotlines, provides support, and connects parents/providers with Department of Child Safety (DCS) and community resources.

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.

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.

• Provides prompt, high-level customer service via telephone, letter and email to inquiries from prospective foster, adoptive and kinship parents in English or Spanish. Follows up on calls to ensure that inquiries are being nurtured and supported through the process of becoming licensed.
• Provides prompt and thorough information via telephone, letter and email to out-of-home providers through the Warmline. Ensures that the families are provided excellent customer service. Assists in resolving the families' needs, problem solves their need and ensures that a resolution is found even if outreach to another area is needed.
• Maintains statistical and programmatic information regarding all inquiries and completes data entry using spreadsheets or databases.
• Maintains and updates master program calendar(s). Assists managers with general oversight of day-to-day office operations, including mail and composing/preparing correspondence. Orders office supplies, including promotional materials, and maintains inventory.
• Prepares/writes summary reports for management (statistical and narrative) for program areas. Prepares weekly huddle board updates.
• Other duties as assigned as related to the position.

Knowledge of:

• Office professional principles and practices
• Microsoft Office: Word, Excel, PowerPoint and Outlook
• Business English, grammar and spelling
• Computer applications
• Terminology of Arizona's child welfare system processes and foster care system

Skills in:

• Verbal and written communication
• Gathering data and generating statistical reports

Ability to:

• Plan, coordinate, analyze and establish priorities
• Maintain confidentiality
• Coordinate meetings
• Problem solve
• Learn administrative and managerial skills
• Learn DCS Policies and Procedures
• Establish and maintain effective working relationships with young adults and within DCS
• Multi-task
• Remain calm and focused on a solution through problem solving quickly to avoid further higher level complaints
• Learn Guardian to navigate through customer's concerns and find solutions

Must be bilingual in English and Spanish.

Must be able to secure and maintain clearance from DCS Central Registry.

Must be able to secure and maintain an Arizona Fingerprint Clearance Card.

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.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:

• 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 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans

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.

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.

Geoff Partridge