What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT 3 position at State of Arizona Enterprise Technology (ASET)?
DEPT OF TRANSPORTATION
Be a part of an innovative and collaborative team driving a safer transportation system for Arizona.
ADMINISTRATIVE ASSISTANT 3
Job Location:
5150 - NORTH CENTRAL DIST WIDE MAINT
1959 S. Woodland Village Blvd Ste B
Flagstaff, AZ 86001
Posting Details
Salary: $42,190.00 - $52,190.00
Grade: 17
Closing Date: December 9, 2025
Job Summary
Under general supervision, this position is responsible for performing a wide variety of administrative, procurement, financial and communication functions of moderate difficulty between the Northcentral District and other State organizations and vendors. This position serves as support staff to the District Management Analyst, District Superintendents, District Maintenance Supervisors, and crew members. Position is primarily responsible for purchasing materials, equipment and services, accounting, data processing, payroll inventory, safety, operation and maintenance budgets. Coordinates activities and administrative matters between multiple units of one or more programs. Answers questions and solving problems. Overtime may apply during inclement weather. Responsible for maintaining a high level of confidentiality.
Job Duties
Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billing to correct funding source and submitting documents to A/P.
Provide administrative support to the District Management Analyst. Items such as research, manpower and operational planning, prepares activity & operational reports, & special projects. Participates in process improvement activities such as identifying potential gaps in processes, recommending solutions to gain efficiencies, reduce cost, and increase customer service.
Answers phones, greets customers, enters time sheets, processes and distributes mail, coordinates payroll hours with PeCos for accuracy. Performs specialized research and budget estimating for Unit Supervisor and Analyst. Prepares reports for a variety of activities and operational functions. Assists Analyst with fiscal expenditures and identifying trends for future budget preparation. Attends meetings, training and workshops. Provides basic assistance with coordinating recruitment and staffing. Responsible for maintaining the highest level of confidentiality.
Knowledge Of
Knowledge, Skills & Abilities (KSAs):
3 years experience as an Administrative Assistant 1; or 2 years experience as an Administrative Assistant 2; or equivalent administrative office experience; or Bachelor's degree in Business, Accounting or equivalent.
Google Suite experience, PECOS, APP, HRIS and MS Office Suite.
Pre-Employment Requirements
Valid driver's license. - This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits
The Arizona Department of Administration offers a comprehensive benefits package to include:
Retirement
Mandatory participation in the Arizona Retirement System (ASRS) is required.
Contact Us
For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at srecruitment@azdot.gov or phone call at (602) 712-8188 option 2.
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) 712-8188 option 3.
Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.
Be a part of an innovative and collaborative team driving a safer transportation system for Arizona.
ADMINISTRATIVE ASSISTANT 3
Job Location:
5150 - NORTH CENTRAL DIST WIDE MAINT
1959 S. Woodland Village Blvd Ste B
Flagstaff, AZ 86001
Posting Details
Salary: $42,190.00 - $52,190.00
Grade: 17
Closing Date: December 9, 2025
Job Summary
Under general supervision, this position is responsible for performing a wide variety of administrative, procurement, financial and communication functions of moderate difficulty between the Northcentral District and other State organizations and vendors. This position serves as support staff to the District Management Analyst, District Superintendents, District Maintenance Supervisors, and crew members. Position is primarily responsible for purchasing materials, equipment and services, accounting, data processing, payroll inventory, safety, operation and maintenance budgets. Coordinates activities and administrative matters between multiple units of one or more programs. Answers questions and solving problems. Overtime may apply during inclement weather. Responsible for maintaining a high level of confidentiality.
Job Duties
Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billing to correct funding source and submitting documents to A/P.
Provide administrative support to the District Management Analyst. Items such as research, manpower and operational planning, prepares activity & operational reports, & special projects. Participates in process improvement activities such as identifying potential gaps in processes, recommending solutions to gain efficiencies, reduce cost, and increase customer service.
Answers phones, greets customers, enters time sheets, processes and distributes mail, coordinates payroll hours with PeCos for accuracy. Performs specialized research and budget estimating for Unit Supervisor and Analyst. Prepares reports for a variety of activities and operational functions. Assists Analyst with fiscal expenditures and identifying trends for future budget preparation. Attends meetings, training and workshops. Provides basic assistance with coordinating recruitment and staffing. Responsible for maintaining the highest level of confidentiality.
Knowledge Of
Knowledge, Skills & Abilities (KSAs):
- Principles and practices of administrative processes, (including but not limited to; business math, accounting principles and practices, and English/grammar).
- Agency rules, regulations & operation procedures. Procurement & office procedures, PeCoS reporting & coding inventory monitoring & customer relations.
- Arizona Procurement Portal (including but not limited to; online research to obtain contractual information, vendor, price, minimum quantities, delivery information, etc.).
- Enter purchase requisitions & receivers into the system to initiate purchase or payment and modify documents as needed.
- Budgeting & accounting principles. Computer systems and associated business office software, scheduling and organizing communications, incident management & customer service.
- Professional oral and written communication. Time management, establishing priorities and development of tracking metrics. Business software such as email, word processing spreadsheets, database, graphics, scheduling, organizing and communications, preferably in Google or Microsoft applications, etc.
- Research and problem solving techniques. Maintaining a high level of confidentiality.
- Establish and maintain effective cooperative relationships with other staff members, vendors, crew and the general public as necessary to conduct work.
- Considerable self-initiative and the ability to work in a team environment.
- Comprehend and follow directions. Work under pressure and in a stressful and changing environment.
- Be flexible, adapt, plan, coordinate, analyze multiple tasks and establish priorities to perform multiple tasks.
- Develop effective operating procedures.
- Communicate and express ideas and information effectively, both verbally and in writing.
- Work independently and on a team. Treat all customers fairly and equitably regardless of need.
3 years experience as an Administrative Assistant 1; or 2 years experience as an Administrative Assistant 2; or equivalent administrative office experience; or Bachelor's degree in Business, Accounting or equivalent.
Google Suite experience, PECOS, APP, HRIS and MS Office Suite.
Pre-Employment Requirements
Valid driver's license. - This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits
The Arizona Department of Administration offers a comprehensive benefits package to include:
- Sick leave
- Vacation 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).
- Health and dental insurance
- Retirement plan
- Life insurance and long-term disability insurance
- Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
Retirement
Mandatory participation in the Arizona Retirement System (ASRS) is required.
Contact Us
For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at srecruitment@azdot.gov or phone call at (602) 712-8188 option 2.
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) 712-8188 option 3.
Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.
Salary : $42,190 - $52,190