Executive Staff Assistant

<table style="height: 17px; width: 100%; border-collapse: collapse; background-color: #4373BA" border="1"> <tbody> <tr style="height: 17px"> <td style="width: 100%; height: 17px"> <div class="job-header"> <h1 style="text-align: center"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 24pt;="" color:="" #ffffff"="">DEPARTMENT OF CHILD SAFETY</span></h1> <h2 style="text-align: center"><span style="font-family: " times="" new="" roman",="" times,="" serif"=""><em><span style="font-size: 12pt; color: #FFFFFF">The Arizona Department of child Safety (DCS) is a social and human services agency whose mission is to successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.</span></em></span></h2> </div> </td> </tr> </tbody> </table> <h3 dir="ltr" style="text-align: center"><span style="font-size: 24pt; font-family: " times="" new="" roman",="" times,="" serif"=""><strong>Executive Staff Assistant</strong></span></h3> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Job Location:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <h4 style="text-align: center"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">COMPREHENSIVE HEALTH PLAN<br>3003 N Central Ave Phoenix, AZ 85012</span></h4> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Posting Details:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <h4 style="text-align: center"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Salary: $27.1409 HRLY/$56,453.07 Salary <br></span></h4> <h4 style="text-align: center"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Grade: 20<br></span></h4> <h4 style="text-align: center"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Closing Date: June 13, 2026</span></h4> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Job Summary:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">The Executive Staff Assistant for the Health Plan plays a crucial role in supporting the effective operation of the Department of Child Safety Comprehensive Health Plan (DCS CHP) and provides high-level administrative support to the DCS CHP Senior Leadership Team. The role requires meticulous attention to detail and excellent organizational skills. The Executive Staff Assistant must possess a keen ability to manage multiple tasks simultaneously and exhibit a proactive approach to problem-solving. They must be adept at handling confidential information with discretion and integrity. The position demands exceptional written and verbal communication skills, as well as proficiency in office software and technology to streamline administrative functions and enhance productivity.</span></p> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">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.</span></p> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">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.</span></p> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Job Duties:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <ul> <li style="text-align: left"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Document Preparation: Compose and prepare email correspondence; assist with summarizing information and data from multiple sources into executive summaries and make appropriate edits; prepare statistical and narrative reports for DCS CHP Leadership across various program areas. This includes generating presentation materials for meetings and ensuring all documents are error-free and professionally formatted.<br></span></li> <li style="text-align: left"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Strategic Support: Assist in researching and analyzing trends and other activities related to healthcare for children in foster care. Prepare and assemble background materials, documentation, and information for briefings, meetings, or conferences as requested. Contribute to decision-making processes by providing detailed insights and recommendations based on research findings.<br></span></li> <li style="text-align: left"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Office Operations: Provide support to the DCS CHP Leadership by overseeing day-to-day office operations, delegating projects to staff, and ensuring their completion in a timely manner. Review processes, implement process improvement solutions, and maintain an organized workspace. Manage office supplies and maintain equipment to ensure operational efficiency.<br></span></li> <li style="text-align: left"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Calendar and Meeting Management: Schedule appointments, coordinate meeting logistics and preparation, and manage calendars for DCS CHP Senior Leadership Team members as needed. This includes preparing agendas, distributing meeting materials, taking minutes, and following up on action items. Attend meetings on behalf of the DCS CHP Leadership as requested to ensure consistent communication and continuity.<br></span></li> <li style="text-align: left"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Communication and Correspondence: Coordinate and manage internal and external communications, ensuring that messages are clear, professional, and aligned with organizational objectives. Draft and proofread communications such as reports, memos, and presentations. Act as a point of contact between DCS CHP Leadership and other departments, stakeholders, and external partners, maintaining positive and effective working relationships.<br></span></li> <li style="text-align: left"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Other duties as assigned as related to the position.</span></li> </ul> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Knowledge, Skills & Abilities (KSAs):</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Knowledge of:<br><br>• Healthcare terminology preferred<br>• Office professional principles and practices<br>• Business English, grammar, and spelling<br><br>Skills in:<br><br>• Intermediate to advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, CoPilot), and experience with business technologies<br>• Excellent written and verbal communication skills, with the ability to communicate professionally at all organizational levels and with external stakeholders<br>• Exceptional organizational skills, ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines<br>• Data gathering and statistical report generation<br>• Working as part of a multi-disciplinary team<br>• Time management and organizational skills<br>• Problem-solving and critical thinking<br>• Attention to detail and accuracy<br>• Customer service and interpersonal skills<br>• Project management and coordination<br><br>Ability to:<br><br>• Understand leadership's goals and contribute to strategic planning and decision-making<br>• Plan, coordinate, analyze, and establish priorities<br>• Handle sensitive information with confidentiality and discretion<br>• Coordinate meetings<br>• Identify and solve problems, make sound decisions, and exercise good judgment<br>• Learn and adhere to Department of Child Safety Comprehensive Health Plan (DCS CHP) policies and procedures<br>• Manage competing priorities<br>• Establish and maintain effective working relationships with co-workers and external stakeholders<br>• Be attentive to details<br>• Solicit feedback</span></p> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Selective Preference(s):</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">N/A</span></p> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Pre-Employment Requirements:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver license record check, must maintain acceptable driving record and must complete any required driving training (see Arizona Administrative Code R2-10-207.12). Employees may be required to use their own transportation as well as maintain valid motor vehicle insurance and current Arizona vehicle registration. Mileage may be reimbursed, if applicable.<br><br>The ability to secure and maintain clearance from the DCS Central Registry.</span></p> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"=""><span>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: <a href="https://publicstorage.dc4.pageuppeople.com/1045/ClientPublicFile/3601803f-02e5-4b70-b325-26c8ef309c1b.pdf" target="_blank" rel="noopener noreferrer">Driver’s License Requirements.</a></span><br></span></p> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).</span></p> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4; height: 17px" border="1"> <tbody> <tr style="height: 17px"> <td style="width: 100%; height: 17px"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Benefits:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">The State of Arizona provides an excellent comprehensive benefits package including:<br>● Affordable medical, dental, life, and short-term disability insurance plans<br>● Top-ranked retirement and long-term disability plans <br>● 10 paid holidays per year<br>● Vacation time accrued at 4.00 hours bi-weekly for the first 3 years<br>● Sick time accrued at 3.70 hours bi-weekly <br>● Deferred compensation plan<br>● Wellness plans<br></span></p> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">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.</span></p> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Learn more about the Paid Parental Leave pilot program <a title="Paid Parental Leave Pilot Program" href="https://hr.az.gov/about/resources/family-leave-expansion" target="_blank" rel="noopener noreferrer">here</a>. For a complete list of benefits provided by <span>The State of Arizona, please visit our <a href="https://benefitoptions.az.gov/jobseekers" target="_blank" rel="noopener noreferrer">benefits page</a></span></span></p> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Retirement:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.</span></p> </div> <div class="job-divider"> <table style="width: 100%; border-collapse: collapse; background-color: #D4D4D4" border="1"> <tbody> <tr> <td style="width: 100%"><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Contact Us:</span></td> </tr> </tbody> </table> </div> <div class="job-content"> <p><span style="font-family: " times="" new="" roman",="" times,="" serif;="" font-size:="" 12pt"="">Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-3141 or by email at <a href="mailto:ADA@AZDCS.GOV">ADA@AZDCS.GOV</a>.   Requests should be made as early as possible to allow time to arrange the accommodation.  Should you have any further questions regarding the interview process you can reach out to a member of our recruitment team at 602-255-2903 or by email at <a href="mailto:recruiting@azdcs.gov">recruiting@azdcs.gov</a>.  The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.</span></p> </div>