Job Description

DEPT OF EMERGENCY AND MILITARY AFFAIRS


The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections--operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

ADMINISTRATIVE ASSISTANT 3 - PLANNING

Job Location:

Work Location: Papago Park Military Reservation (PPMR), Phoenix, AZ

Posting Details:


Pay Rate: $15.3408 - $21.5021 per hour (DOE)



Grade: 17



Closing Date: November 24, 2025


Job Summary:


The Administrative Assistant 3 provides administrative and office support activities to multiple team members of the Planning and Programming (P&P) and Project Management Departments (DPM) for the Arizona Army National Guard (AZNG) Construction and Facilities Management Office (CFMO). Responsibilities include managing appointments, meeting and event arrangements, filing, correspondence, meeting minutes, and document formatting and processing. Admin 3 may also process and track payments of leases and prepare supply orders as needed.


Actively participates in promoting a continuous improvement of workplace culture, using teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.



Job Duties:

Responsibilities include:

Provide administrative support to the P&P Director. Maintain appointments for the Director as needed or requested. Maintain Planning and Programming calendar: tracking vacations, medical leave, and other activities of staff. Attend meetings to take and prepare meeting minutes as required. Prepare correspondence and memorandums in accordance with military regulations, as required by Director. Assists Planning staff (Real Estate, Real Property, GIS, Master Planning) with support related activities, including filing, archive research, staff contact list maintenance and other administrative tasks as required. Prepare correspondence and memorandums in accordance with military regulations, as needed by Planning staff. Assists Department of Project Management (DPM) with support related activities, including the collection and processing of project close-out documents. Other administrative tasks may also be performed for DPM as requested. All support activities for DPM will be coordinated and approved by Master Planner. Prepare and submit requisitions and receiving reports through Arizona's Procurement Portal. Track-related purchase orders. Prepare invoices and send them to appropriate official for payment approval. Manage use of and track departmental credit cards if required. File, review, submit reconciled credit card receipts with bank statements monthly. Prepare and submit CFMO supply orders if required. Assists CFMO Administration with various office functions and coordination of special events such as quarterly ceremony, office relocations, inventory, and any other special assignments as coordinated and approved by Master Planner. Actively participates in promoting a continuous improvement of workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

Management, administrative practices and operating procedures Budget and invoice tracking procedures Advanced level of computer applications for word processing, spreadsheets, publishing software and presentations Principles, concepts and current practices in Arizona government organizations as they apply to accounting budgeting and fiscal controls Military filing procedure/best practices

Skilled in:

Written and verbal communication Customer service and interpersonal relationships with civilian, military and government representatives Skilled in the analysis and evaluation of budget requests and documentation for completeness and accuracy Problem analysis and resolution Skilled in the use of computers including MS Office products to include Word, Excel, PowerPoint, Outlook and TEAMS

Ability to:

Analyze and resolve conflicts in policy and program objectives Work in an environment of high volume and heavy workload requiring a high level of accuracy Multi-task with speed and accuracy while remaining flexible with respect to changes in the environment or conditions Plan, analyze, coordinate multiple activities and establish priorities Develop effective operating processes and procedures Manage time efficiently Travel in and out of state to attend training, conferences, workshops seminars, meetings and events Type 40 - 60 words per minute

Selective Preference(s):


Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described. Four or more years of combined experience in budget/accounting and administrative responsibility OR bachelor's degree in relevant field (accounting, business administration, finance or similar field) from an accredited college or university with 2+ years of accounting/business/administrative experience. Previous experience in records maintenance/management is desired.



Pre-Employment Requirements:

Special Job Requirements:

This position 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's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) In State travel required. Individual is required to pass a criminal background investigation. Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining/maintaining a Common Access Card (CAC) within one year of hire.
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 State of Arizona offers a comprehensive benefits package to include:

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



Retirement:


Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).



Contact Us:


If you have any questions, please feel free to contact hr@azdema.gov.

DEMA is a smoke-free work environment.


ADA/EEO Employer


The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer