Description
DEPARTMENT OF ECONOMIC SECURITY Your Partner For A Stronger Arizona.
DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.
DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life. EXECUTIVE LEGAL ASSISTANT Job Location: Office of the Director (OOD)
1789 West Jefferson Street, Phoenix, Arizona 85007 Posting Details: Salary: $67,567-$77,000
Grade: 22
Closing Date: September 23, 2024 Job Summary:
Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES' video. Come Join the DES Team!
DES is seeking an experienced and highly motivated individual to join our team as a Executive Assistant. This position works under general supervision within the DES Office of the General Counsel, this position provides professional level proactive technical and administrative expertise to the General Counsel and Chief Governance Officer. This position's responsibilities include providing calendaring expertise, a range of administrative duties according to DES standards for travel, reimbursements, human resources activities and general schedule maintenance. The position is also instrumental in assisting in the docketing and review of policy and procedures; the review and transmission of rules review packages; the coordination and facilitation of a variety of special projects; the attendance at events and meetings with other groups and agencies; coordinating activities with other organizational units within the agency as well as the Governor's Office, the Attorney General's office and other high level executives from other State agencies. The Executive Legal Assistant will be the central resource for the Office of the General Counsel for a variety of administrative reports, the review and preparation of professional correspondence on behalf of the General Counsel and will preview and prepare a variety of files for final review by the General Counsel and Chief Governance Officer. Importantly, this role requires a high degree of discretion and sound judgement along with an ability to serve as a representative of the General Counsel and Chief Governance Officer. This position will require in office three days per week.
This position may be available for remote work within Arizona 2 days per week in the office.
The State of Arizona strives for a work culture that affords flexibility, autonomy and trust. Across our many agencies, boards, 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.
Essential Duties and Responsibilities include but are not limited to:
• Manages high level administrative functions on behalf of the Office of the General Counsel (OGC) including review and preparation of files for review, managing the closure of files, onboarding and offboarding new employees, managing supplies, review and prepare rules review packages, review and track proposed legislation, and coordinating within and outside the agency as needed.
• Manages the General Counsel and Chief Governance Officer's calendar, reviewing and screening individuals seeking appointments with the General Counsel and collaborating and coordinating with other Executive Assistants within the Office of the Director, other Divisions in the agency, and with other state agencies.
• Manages special projects as assigned by the General Counsel.
• Creates and maintains a detailed tracking system of initiatives and projects pending within the OGC. Generates reports with statistical data for areas under the General Counsel's purview.
• Coordinates and attends agency meetings with the General Counsel as needed.
Knowledge of:
• Microsoft Word, Excel, Outlook, Google Suite Platform
• DES programs and organizational structure, branches of State and Federal Government and their functions and responsibilities
• Legislative process
• Agency rules, regulations, and specialized operating procedures
• Principles and practices of administration and management
Skills In:
• Professional communication, both oral and written
• Collaborative and independent decision making
• Planning, coordination and analysis and setting and juggling competing priorities
Ability to:
• Develop, establish, maintain effective relationships with those contacted in the performance of assigned duties
• Conduct analysis and make recommendations for effective means of improving organization and operation procedures
• Provide proactive support and adapt in a fast-paced environment
This ideal candidate for this position will have:
• Prior experience with a C-Suite executive or managing partner of a law firm is preferred.
• This position may require 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. 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).
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency's ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify.
The Arizona Department of Economic Security offers a comprehensive benefits package to include:
• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance
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
Retirement:State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.
For questions about this career opportunity, please contact us Jess Grover at 520-235-3174 or OODHRstaffing@azdes.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 contacting Jess Grover at 520-235-317 or OODHRStaffing@azdes.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.
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