ARIZONA DEPARTMENT OF CORRECTIONS

REHABILITATION & REENTRY

Our mission is to enhance public safety across Arizona through modern, effective correctional practices and meaningful engagements.

The Arizona Department of Corrections, Rehabilitation and Reentry (ADCRR) is committed to creating a safe, secure, and humane correctional system. With public safety top of mind, ADCRR and its more than 8,000 officers and professional staff are driven by a heart for public service and a commitment to deliver perfect effort each day. ADCRR is redefining itself as an agency whose daily work centers on transparency, accountability, and fairness.

ADMINISTRATIVE SECRETARY II

Job Location:

Address:

Arizona State Prison Complex (ASPC) -Tucson

10000 South Wilmot Road

Tucson, AZ 85734

https://corrections.az.gov/

Posting Details:

Salary: $32,400.00

Grade: 13

Closing Date: 04/26/2024

Job Summary:

The Arizona Department of Corrections, Rehabilitation & Reentry (ADCRR) is seeking a motivated and qualified individual to provide secretarial and administrative support to the unit manager. This position involves daily communications, meetings, filing, organizing, handling the unit's budget, report writing, and timekeeping.

Job Duties:

* Performs general administrative functions for the unit manager in screening calls and correspondence routed to the manager

* Answers routine questions and furnishes information

* Composes correspondence on a wide variety of subjects requiring full knowledge of policies and procedures

* Schedules appointments and coordinates arrangements for meetings/conferences

* Organizes and maintains confidential and administrative files

* Collects summaries for unit budget preparation

* Reconciles funds and files documents

* Acts as primary timekeeper

* Gathers, enters time, distributes, and files Positive Attendance Records, ensures the overtime report is completed daily, and other reports as requested

* Generates, copies, files, and distributes various reports to include Temporary Work Assignment, Monthly Statistical Report, Extended Leave Requests, Family and Medical Leave Act, inmate letters, information reports, 703 reports, and retains documentation for audit purposes

* Acts as the policy liaison ensuring that all post orders/departmental policies and procedures are current

* Maintains files in accordance with established records retention schedule to include current and archived documents

* Ensures audit documents are filed daily and that files and areas are neat and orderly and documentation is destroyed within policy guidelines

* Generates purchase orders and distributes them to various staff

* Orders and maintains office supplies and files for the unit

* Assists in quarterly inventory and purchasing of supplies

* Functions as the lead office support and trains other clerical staff

* Serves as backup for clerical support staff in their absence

* Drives on State business

* Performs other duties appropriate to the assignment

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

* General office practices and procedures

* Personal computers, using Microsoft Office and Google Suite

* Business English and basic mathematics

* Payroll practices and procedures

Skill in:

* Composing routine correspondence, including proper format, spelling, and language usage

* Verbal and written communication

* Providing detail-oriented results

* Record keeping and report generation

* Time and project management

* Scheduling and coordinating arrangements for meetings

* Establishing and maintaining interpersonal relationships

* Taking and transcribing meeting minutes

Ability to:

* Maintain files of correspondence, records, and reports

* Maintain confidentiality

* Adapt to changing priorities

* Learn and adhere to department policies and procedures

* Work in a prison environment

* Handle detailed work with accuracy and speed

Selective Preference(s):

* Two (2) years of professional office experience

* Proficient in Microsoft Office and Google Suite

Pre-Employment Requirements:

In an effort to maintain a safe environment, all employees are required to take a Tuberculosis (TB) test during their New Employee Orientation and every year thereafter.

Employment is contingent on the selected applicant passing a background investigation and drug test.

Requires possession of, and ability to retain a current, valid state-issued driver's license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records, and must complete any required driver training (see Arizona Administrative Code R2-10-207.12).

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

Benefits:

We offer an excellent and affordable comprehensive benefits package to meet the needs of our employees:

* Vacation and sick days with 10 paid holidays per year

* Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).

* Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options

* Exceptional retirement program

* Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program

* An incentivized commuter club and public transportation subsidy program

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

Positions in this classification participate in the Arizona State Retirement System (ASRS).

Enrollment eligibility will become effective after 27 weeks of employment.

Current ADCRR Employees: Consult with your respective Human Resources Liaison if you are in a different retirement plan than the one indicated above.

Contact Us:

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 255-2430. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.