Job Description

DEPT OF AGRICULTURE

The Mission of our Agency is to protect the health and safety of Arizona consumers, advance and support Arizona agriculture, and safeguard commerce.


Supporting farming, ranching and agribusiness in Arizona by protecting plants and animals, issuing agriculture and environmental licenses, inspecting farming practices and overseeing commerce standards and measurement devices.

EXECUTIVE ASSISTANT

Job Location:

Address: Office of the Director
1110 W. Washington Street, Ste. 450, Phoenix, AZ 85007

Posting Details:

Salary: 70,000.00 - 85,000.00

Grade: 25

Closing Date: January 17, 2025

Job Summary:

THIS IN NOT A REMOTE POSITION



Please submit a cover letter when applying for the position


This position provides high-level professional administrative support to the Office of the Director (OOD) for the Director and Deputy Directors in OOD for the overall strategic implantation of the Agency’s vision, mission and goals.

Job Duties:

Major duties and responsibilities include but are not limited to:

• Coordinate with OOD in supporting the work activities and special projects of and between the divisions and programs.
• Manage highly sensitive/confidential information; assemble and analyze information for presentation to the Director with recommendations and solutions.
• Supervise agency receptionist.
• Maintain the Director’s calendar, contacts/mailing list, phone calls/messages, electronic and physical correspondence and files.
• Ensure all reports and various actions due dates are met.
• Plan, organize and secure travel arrangements for OOD, review travel for accuracy and submit to accounting for processing.
• Procure and manage OOD office supplies.
• Planning and arrangements for internal, stakeholder and public meetings, ensuring compliance with the public meeting statutes. Arrange conferences and/or meeting with the Governor’s office, State Legislators, Congressional Delegates, other agency heads, industry leaders and/or organizations. Prepare and maintain minutes for all public meetings and other meetings as necessary.
• Responsible for Employee Recognition/Appreciation activities and events.
• Coordinate with PIO in: organizing and publishing Agency Newsletter; develop and maintain photo library; and preparation of Director/OOD power point presentations.
• Other duties as assigned.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Organizational management.
• Business Computers, office equipment, and software programs: Microsoft, Google Suites.
• Public meeting laws/rules, agency policies, state and federal rules and regulations.
• Accounting principles, AZ360 and APP (Arizona Procurement Portal).

• Oral and written communication
• Report preparation; proof reading
• Establishing and maintaining effective interpersonal working relationships with all levels of staff; maintaining confidential working relationships
• Effective listening, analyze and solve complex issues
• Project management and tracking
• Organization
• Taking and maintaining minutes
• Scheduling and coordinating meetings, conferences, and travel

• Handle a variety of complex and highly sensitive, confidential matters
• Build effective working relationships with a variety of government officials, industry members and staff
• Serve as a knowledgeable resource to the OOD
• Multitask, prioritize workload and OOD organization
• Track assignments to assure completion
• Effectively organize files and documents
• Work independently with minimal supervision
• Ability to supervise
  
  

Selective Preference(s):

5+ years of experience in providing high-level executive administrative support

Pre-Employment Requirements:

Valid Driver's License

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).

Benefits:

The Arizona Department of Agriculture 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:

Positions in this classification participate in the Arizona State Retirement System (ASRS). Mandatory condition of Employment for all employees who meet the eligibility and membership criteria defined in statue. Current contribution rate is 12.27%. Enrollment eligibility will become effective after 27 weeks of employment.

Contact Us:

If you have any questions please feel free to contact Melissa Meek at [email protected] for assistance. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.

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