Job Description

INDUSTRIAL COMMISSION


Are you ready to work for an exceptional state agency that works to protect the life, health, safety, and welfare of the employees in the State of Arizona? Apply with us! The Industrial Commission of Arizona (ICA) is committed to the highest standards of compliance, demonstrating leadership in all areas, and teaching and working with employers and employees to make them successful. A thriving workforce in Arizona is what we strive for and work towards each day.

EXECUTIVE STAFF ASSISTANT

Job Location:


Address: Administration Division/Director's Office

800 W. Washington Street, Phoenix, AZ 85007


Posting Details:


Salary: $56,160.00 - $61,447.00



Grade: 20



Closing Date: December 19th, 2025


Job Summary:


The Executive Staff Assistant/Commission Secretary, under direction, is responsible for work of considerable difficulty serving as the staff assistant to the ICA Director with broad scope and complexity; and provides support to the ICA Commissioners, coordinates logistics for official ICA Commission meetings and Special Fund.



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.


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.



Job Duties:


Essential Duties and Responsibilities include but are not limited to:

Coordinate all logistics for official ICA Commission meetings and Special Fund Investment Committee meetings, including arrangements for virtual and out-of-town meetings. Prepare and provide meeting materials to Commission and Committee members. Coordinate compilation of agenda item materials from agency divisions. Prepare draft and final meeting agendas and post agendas per statute and open meeting laws. Prepare meeting minutes. Prepare administrative and commission directives. Provide technical assistance and guidance as requested or needed to the Commission. Coordinate activities and Arizona Management System reporting with other organizational divisions of the agency. Create spreadsheets, graphs, charts, and other electronic documents related to Arizona Management System monthly updates. Prepare documents for monthly Manager meeting/Business Review meeting. Update the Arizona Management System Tier III board monthly and as needed. Conduct, participate, and assist with agency special projects on an as needed basis, such as the annual Physician and Pharmaceutical Fee Schedule, Industrial Commission Employee Engagement Committee, Industrial Commission Safety Committee, the Industrial Commission Day at the Capitol, and the Industrial Commission Claims Seminar. Receive and retrieve all written, telephonic, and electronic communication, inquiries, and commentary received by the Director's Office on behalf of the Director and Commissioners. Respond to the communication or distribute the correspondence to the applicable recipient or division. Submit and monitor all building maintenance requests for the Commissioners' Conference Room, and offices and shared spaces in the Director's Office. Schedule usage of the Industrial Commission Auditorium by Industrial Commission divisions, Phoenix building tenants, and requests from other state agencies and state government. Schedule meetings for the Director and Commissioners as necessary or as requested. Maintain official Commission related records per retention schedule requirements, including official meeting documents, Commissioner and Committee member per diem reimbursement verification, meeting agendas and minutes, public hearing documentation and sign-in sheets, and official incoming and outgoing correspondence. Coordinate transfer of archived and cataloged documents to the Arizona State Government Archives building as needed.


Knowledge, Skills & Abilities (KSAs):


Knowledge in

Organization, Procedures analysis, Administrative Procedures Act Arizona Lobbyist statues Agency division functions, In basic workers' compensation and occupational safety and health statues Windows, Google Suit, Salesforce, Excel and Word


Skills in

Oral and written communication Time management Interpretation of laws, standards, rules and operating procedures Mathematical Computer Usage Interpersonal relations


Ability to

Study, analyze, and recommend effective means of improving organization and

operating procedures.
Establish and maintain effective relationships with those contacted in the course of performing job functions.


Selective Preference(s):


The ideal candidate for this position will have:

Prior experience as an Executive Staff Assistant or performing Administrative Assistant job duties for a head of an organization or a complex division.




Pre-Employment 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 Administration 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



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.





Retirement:


You will be eligible to participate in the state employee health/disability insurance plan, and you are required to participate in the Arizona State Retirement System (ASRS). ASRS participation may begin immediately or upon your 27th week of employment. Contributions are matched by the employer.



Contact Us:


If you have any questions, please feel free to call 602-542-5559 or email HR@azica.gov for assistance. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.