Administrative Assistant- MIS

As a condition of employment, all new hires must obtain and maintain a valid Level One IVP

Fingerprint Clearance Card issued by the Arizona Department of Public Safety (DPS).

JOB SUMMARY

The Administrative Assistant II - MIS provides vital administrative support to the Director of Technology and Innovation while performing office management activities that ensure a welcoming and efficient MIS office. As a key member of the Phoenix #1 family, this role supports our mission of inspiring every child to achieve by ensuring operational excellence and fiscal responsibility behind the scenes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:     

Administrative Operations

Performance Objective and Success Standards: Provide high-level administrative support to the Director to optimize their time and ensure seamless daily business operations.

• Calendar conflicts are identified and resolved 48 hours in advance with all necessary briefing materials attached.
• Mail and inquiries are triaged daily, with routine responses drafted and prioritized for review.
• 100% adherence to professional discretion and confidentiality standards in all correspondence.

Data Analysis & Financial Reporting

Performance Objective and Success Standards: Transform raw financial and operational data into accurate, actionable reports and visual presentations for leadership decision-making.

• Reports, charts, and PowerPoint presentations are 100% error-free and delivered by the established deadline.
• Expense calculations and departmental data reconciliations match primary financial records with zero variance.
• Procurement and purchase requisitions are processed within 24 hours of receipt to maintain supply chain continuity.

Information Management & Compliance

Performance Objective and Success Standards: Maintain a systematic, compliant, and easily retrievable archiving structure for all departmental and public records.

• Public records requests are fulfilled within statutory timelines with 100% documentation accuracy.
• Quarterly internal audits of contracts, leases, and agreements show 0% missing or misfiled documents.
• 100% compliance with established archiving and retrieval practices for all physical and digital files.

Human Resources & Risk Coordination

Performance Objective and Success Standards: Administer departmental personnel records and specialized insurance claims to ensure accuracy and continuity of service.

• Time and attendance records for the Department are submitted with 100% accuracy per pay cycle.

Project Support

Performance Objective and Success Standards: Coordinate specialized projects to maintain a functional and professional work environment.

• Project milestones assigned by the Director are met on or before the due date with high-quality visual deliverables.

MINIMUM EDUCATION AND/OR EXPERIENCE:

• High school diploma or GED
• Experience with MS Office software

PREFERRED EDUCATION AND/OR EXPERIENCE:

• 3 or more years of secretarial/office management experience 

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Generating professional business correspondence

Skilled in:

• Microsoft Word, Excel, PowerPoint, and Publisher

Ability to:

• Produce effective reports and correspondence in a timely manner
• Prioritize multiple tasks
• Engage effectively with staff and the public

Core Competencies:

* Accountability

* Analytical Thinking

* Concern for Order

* Planning Ahead

This position is a grade 115 on the salary schedule.

Salary : $23 - $26