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This position serves as Administrative Assistant to the Northeast District. This position provides administrative support for the Northeast District as follows: under general supervision of the Management Analyst IV, performs a variety of administrative functions of moderate difficulty, and serves as support staff to the Northeast District Maintenance team by providing procurement activities to all maintenance units. This position also provides administrative duties to district management staff and the Administrative Services Officer; coordinates activities and administrative matters between organizational units that have a moderate impact on agency operations. Northeast District is a snow district and the Administrative Assistant is assigned to various shifts to staff and dispatch the radio call 24 hours a day and seven days a week when needed for storm coverage.
Perform specialized research and cost estimating for maintenance supervisors, track and manage maintenance services, product and inventory items; identify and recommend any trends for future budget preparation; report maintenance unit expenditures in Pecos.
Perform purchasing of approved goods and services and hotel stays for the District units and assures compliance with State procurement law; generates purchase requisitions, confirms deliveries, services and receiving; processes invoices for submission; assists with other needs within the District. Reviews and monitors budget expenditures.
Attend meetings, training and seminars as required. Coordinate activities with other District groups, ADOT divisions and community organizations.
Establish and maintain professional, effective oral and written communication with contractors, municipalities, local/public and other sections within the state. Operates district operation center during snow storms, incident and routine daily activities. Accurate entries into AZ511, accurate logs of closures and incidents. 24/7 call out schedule as needed for storm coverage.
Assists with annual fixed asset inventory audit, monthly recognition, District communication and other special projects; may operate a State vehicle in the course and scope of conducting State business.
Provide administrative support to maintenance supervisors and District management staff. Providing basic assistance for answering phones, sorting any incoming mail, inputting facilities work orders or ITG/Service desk work orders for multiple District offices. Manage and Maintain the District Hub and Spoke.
Knowledge of:
Principles and practices of administration and management to include, but not limited to english /grammar, business math, accounting principles and practices
Office procedures, PeCoS procedures, reporting and coding, inventory and customer relations
Procurement computer systems to include online research for contractual information, vendor, price, minimum quantities, delivery information etc
Purchase requisitions, receive into the system, initiate payment or modify documents as needed
Google platform and spreadsheets. Incident Management principles and practices to include notification requirements, utilization of AZ511, radio base station and coordination of resources
Maintenance materials and equipment use
Skills in:
Business communications, both verbal and written
Research and problem solving
Maintaining a high level of confidentiality. Forming and maintaining interpersonal business relationships
Maintain excellent customer service to employees, management and outside entities
Use of computer systems and Google platform spreadsheets and word processing. Utilize databases, prepare exhibits and graphic representations and use word processing programs
Ability to:
Analyze and evaluate a wide variety of highway maintenance data such as equipment utilization reports, crew work cards and computer printout
Design and draft forms, sketches and diagrams for procurement and contract administration documents
Plan, coordinate, analyze, establish priorities, and perform tasks, develop effective operating procedures, perform multiple tasks and clearly comprehend directions, communicate effectively both verbally and in writing
Work under stressful conditions, (as applies to incident management and/or snow removal)
Utilize Google platform for spreadsheets and word processing present findings and input data into a variety of live databases
Maintain confidentiality
Work independently with little or no direction
Utilize self-initiative to establish priorities and meet established deadlines
Minimum 3 years administrative or accounting experience or combination or Bachelor's degree in Business Accounting or related field
Current AZ drivers license
High School Diploma/GED
If this position requires driving or the use of a vehicle as an essential function of the job, then 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).
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).
- Sick leave
- Vacation with 10 paid holidays per year
- 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
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Mandatory participation in the Arizona Retirement System (ASRS) is required
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) 712-7279. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.
