Job Description

ARIZONA EXPOSITION AND STATE FAIR BOARD


The Arizona Exposition and State Fair (AESF) has been an annual tradition since 1884, providing unlimited opportunities to celebrate Arizona's culture and community. The Arizona State Fair is the largest single event in the State, bringing over 1.5 million people together each Fall for food, fun, and memories that last a lifetime.

ADMINISTRATIVE ASSISTANT III

Job Location:

1826 West McDowell Road


Phoenix, AZ 85007

Posting Details:

Salary: $22.00 - $27.66



Grade: 17



Open Until Business Needs Are Met

Job Summary:

The Administrative Assistant III serves as the primary point of contact for the organization, providing high-level administrative, operational, and customer service support year-round and during fair operations.



This role manages front office functions, communications systems, supplies, and coordination across departments, while also supporting fair-specific programs, guest services, and staff supervision during peak event periods.


The Administrative Assistant III requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Job Duties:

Provide general administrative assistance, including: Research projects as requested (e.g., vendor menus, RV rate comparisons), data entry and document management, laminating, folding, cutting, counting, and assembling materials, reviewing and proofreading website content for accuracy

Coordinate the School Field Trip Program (and other similar programs), including: Managing form submissions, corresponding with registrants, sending confirmations, and coordinating early entry gate access with Admissions

Serve as primary receptionist and first point of contact for incoming calls, visitors, and general event inquiries; route calls to appropriate departments and assist callers with website navigation

Manage office supplies for all departments, including oversight of the Supply Room, coordinating monthly orders, generating purchase orders, and tracking inventory

Maintain and update the shared staff calendar, administer CISCO phone systems, including display changes, new installs, relocations, and serve as liaison with AZNet

Oversee the RV space rentals, including payment processing, permit issuance, and coordination with Operations for daily availability and occupancy

Supervise Support Center Switchboard Crew during fair operations (2-3 employees), including scheduling, timesheets, and script management

Manage incoming and outgoing mail and packages, including coordination with ADOA and internal distribution

Serve as Point of Contact for S-1, including charged cell phone management and backpack drop-off/pick-up

Maintains/updates the staff directory for both Fair and interim (agency contact phone, email)

Manage switchboard operations, including phone coverage, scripts, and coordination

Forward vendor and utility invoices (APS, FedEx, etc.) to Accounts Payable

Compile and distribute Fair information for switchboard operators and staff

Assist with internal coordination and operational logistics as assigned

Assemble Guest Services binders and operational reference materials

Coordinate phone orders and installations related to fair operations

Serve as the Point of Contact for Hold Harmless forms

Assist in collecting Certificates of Insurance (COIs)

Track and disseminate interim event tickets to staff

Maintain Lost & Found items

Managing inventories

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

Standard office administration practices and procedures, including front desk operations, records management, inventory control, and basic procurement processes

Understanding of customer service principles, confidentiality requirements, and basic computer systems, including email, calendars, and office productivity software

Working knowledge of multi-line phone systems and professional call-handling standards

General knowledge of event operations, guest services, and public-facing environments

Skill in:

Effective verbal and written communication; strong organizational and time-management skills; accurate data entry and record keeping; attention to detail; skilled at managing multiple priorities in a fast-paced environment

Prioritizing tasks from multiple departments, providing administrative support, performing basic financial tracking, and supervising or coordinating temporary or seasonal staff

Professional phone etiquette and problem-solving skills are required

The use of standard office software applications

Ability to:

Perform light physical tasks such as assembling materials and lifting office supplies, and the ability to work flexible schedules, including evenings, weekends, and extended hours during fair or event operations

Interact professionally with the public, vendors, and staff; work independently and as part of a team; follow established policies and procedures; maintain confidentiality; and adapt to changing priorities

Use of standard office software applications

Work independently and take initiative

Pre-Employment Requirements:

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.*

Benefits:

The State of Arizona offers a comprehensive benefits package, including:

Sick leave

Retirement plan

Health and dental insurance

Vacation with 10 paid holidays per year

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)

Please note, enrollment eligibility will become effective after 27 weeks of employment

Contact Us:

* If you have any questions, please feel free to contact Brian Westerberg at brian.westerberg@azdoa.gov