ARIZONA STATE PARKS AND TRAILS

Managing and conserving Arizona’s natural, cultural and recreational resources for the benefit of the people both in our parks and through our partners.
To learn more about Arizona State Parks and Trails, visit our web site at azstateparks.com.
Arizona State Parks and Trails protects and preserves 30 State Parks and Natural Areas. The agency also includes the State Trails Program, outdoor-related Grants Program, the State Historic Preservation Office, as well as the Off-Highway Vehicle Program, and more. Arizona State Parks and Trails provides over 1,400 camping and RV sites throughout the parks and manages 8 of the top 25 most visited natural attractions in Arizona.

Address: 1110 West Washington Street, Ste 100, Phoenix, AZ 85007

Salary: $60,723.00 - $110,235.00

Grade: 25

Closing Date: Wednesday January 17, 2024

Essential Duties and Responsibilities include but are not limited to:

This position serves as the executive assistant to the Executive Director and Deputy Director(s). Directly supports high level Division and Agency related special projects, performs occasional research, analysis and comprehensive tracking and reporting, provides and contributes to recommendations and solutions to Management. Liaison for the Arizona State Parks Board (ASPS) and other boards and commissions. Produces executive level correspondence and presentations regularly. Assists in writing and editing various correspondence and reports dealing with policy, political or legislative matters, various contracts and agreements for ASPS or Governor approval. Supports planning of Executive Leadership and agency-wide events. Develop reports and provide information on agency programs and policies. Other duties, as assigned.

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.

● Schedules meetings and/or teleconferences, books conference rooms, manages logistics and makes travel arrangements for Executive Director and Deputy Director(s). Maintains calendar for Executive Director and Deputy.
● Schedule and support Executive Leadership team meetings, including gathering and disseminating meeting materials, finding and setting up meeting locations, handling logistics and facilitating as needed.
● Serves as liaison for the Arizona State Parks Board (ASPS). Drafts and finalizes correspondence for the Executive Director, Deputy Director and other staff. Creates agenda, meeting materials, presentations with charts, spreadsheets and photos for the Executive Director and/or Deputy Director. Serves as liaison to other boards and/or commissions.
● Creates templates of executive staff documents for board/public meetings. Proofreads and edits documents for correct spelling, grammar, format, completeness and accuracy. Types documents from clear copy or rough draft, hand-written notes or transcribed from recording using a computer and prepares documents for distribution, file and to post on agency website. In accordance with Open Meeting Law posts meeting agendas and minutes in a timely manner.
● Work with Legislative Liaison to track legislation impacting the agency and provides updates to Executive Director. Assist in advocating policies to Executive Director, State Parks Board and Legislature as needed.
● Assists Chief of Public Information on miscellaneous projects within the Communication Section as Executive Director requires.
● Manage stakeholder and public outreach to the Director’s Office and necessary follow as needed.

Knowledge of:
● Open Meeting Law, agency policies and procedures and analysis and policy development.
● State and federal rules and regulations.
● Report preparation.
● Research.
● Time management and organizational management.
● Date gathering and summarization methods/techniques.
● Project management and tracking
● Grammar and punctuation Correspondence preparation and communication.
● Statutes impacting areas of operations.
Skilled in:
● Complex administrative functions of a responsible and confidential nature.
● MS Office applications at a high level.
● MS Excel, Powerpoint, Word, Microsoft Outlook (mail, calendar, contacts, tasks).
● Uses Microsoft Office to calendar events, meetings, appointment; in managing Executive Director's calendar and communicate changes in a timely manner to affected parties.
● Skill in oral and written communication.
● Macintosh OS 10 and moving between PC and OS 10 operating systems smoothly.
● Must be able to transcribe digital notes quickly after each meeting into easy to read documents for all internal and external customers.
Ability to:
● Accurately and timely communication to various individuals, sections/divisions.
● Assign and track all assignments provided by the Director or Deputy Director(s) to ensure final and accurate completion of assignment by prescribed date.
● Accurately and timely complete projects and follow-up on pending matters.
● Effectively organize files and documents.
● Utilize a Mac computer and a Windows based PC program and go between both systems to set up meetings as requested.
● Work well with team members across the organization and communicate with individuals on behalf of the Executive Director or Deputy Director(s).
● Gather appropriate information for Directors meetings.
● Meet requirements for ASPS meetings to establish consistent format and time lines for all reports.
● Establish and maintain effective relationships, to meet deadlines, maintain confidentiality.
● Work with minimal supervision, and independently.
● Able to travel overnight out of town.
● Obtain and maintain AZ Class D drivers license.

3 years experience as an Executive Assistant.

- Must possess or obtain and maintain a current Arizona Driver's license appropriate to assignment.

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
● Parental Leave - Up to 12 weeks per year pid leave for newborns or newly placed foster/adopted child.

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.

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

Eligible for Arizona State Retirement System pension. Enrollment eligibility will become effective after 27 weeks of employment for newly hired State of Arizona employees.

RecruitmentHR@azstateparks.gov

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 (480) 604 -7331. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

Having trouble applying for this position?

Email HRIShelpdesk@azdoa.gov or call (602) 542-4700 for assistance.