Administrative Assistant

Job Title

Administrative Assistant II – Division of Business and Finance (DBF)

Location

Phoenix, AZ (100% Onsite)
100 N 15th Ave, Phoenix, AZ 85007

Position Overview

The Arizona Department of Administration (AZDOA), Division of Business and Finance (DBF), is seeking a highly reliable and customer‑focused Administrative Assistant II (AA2) to support front desk and business operations. This role is critical to maintaining smooth daily administrative functions and delivering excellent customer service to internal staff, state agencies, and external partners.

This is a staff augmentation, full‑time (40 hours/week), onsite position with the potential to convert to a full‑time employee (FTE).

Position Details

• Hours: 40 hours/week
• Shift: Day | 8:00 AM – 5:00 PM
• Start Date: Tentative (based on interviews, onboarding, and PO issuance)
• Duration: 6 months from start date
• Billing Type: Hourly
• Posting Status: Active (Non‑Urgent)
• Closing Date: April 21, 2026, at 3:00 PM (AZ Time)

Key Responsibilities

Under the supervision of the Support Services Manager, the Administrative Assistant II will perform a wide range of administrative and customer service duties, including but not limited to:

• Serve as the primary front desk contact, greeting and screening visitors, customers, and external vendors
• Provide exceptional customer service and respond to inquiries in person, by phone, and via shared inboxes
• Monitor and manage a shared departmental inbox, ensuring timely responses and resolution of requests
• Answer internal and external calls, return voicemail messages daily, and resolve issues efficiently
• Receive, sort, scan, distribute, and track all incoming and outgoing mail and packages, including confidential documents
• Support the warrant distribution process, including handling returned Warrants of Payment
• Act as the division’s point of contact for receiving legal documents such as garnishments and service of legal process
• Assist with business operations and administrative projects as needed
• Provide administrative support to staff and management across AZ Departments

Standardized front desk procedures (Standard Work) will be provided to ensure consistency and efficiency.

Required Skills & Experience

• Minimum 2 years of high‑level administrative support experience
• Minimum 2 years of front desk or client‑facing experience
• Strong customer service, communication, and interpersonal skills
• Experience managing shared inboxes and phone systems
• Ability to handle confidential and sensitive information professionally
• Dependable attendance and reliable transportation are mandatory
• Some college coursework preferred
• Must be comfortable with daily social and professional interactions

Preferred Qualifications

• Previous experience working with state or government services
• Strong organizational and multitasking abilities

Additional Requirements

• Local candidates only – must be located in the Phoenix area at the time of submission
• Resumes must clearly state current location to be considered
• Must be available for in‑person interviews within one week of posting close date
• Must be able to start within two weeks of offer acceptance
• 100% onsite role – no remote or hybrid work
• Must successfully complete background screening through HireRight
• Security clearance required

Pay: $18.00 - $20.00 per hour

Work Location: In person