LAND DEPARTMENT

Since its inception in 1915, the Arizona State Land Department has been entrusted with managing approximately 9.2 million acres of State Trust lands scattered throughout Arizona. The Common Schools (K-12) are the largest beneficiary entitled to approximately 87% of the land and receiving close to 90% of State Trust Land revenues. Through the application of sound stewardship, and effective business management principles, the Land Department can succeed in its mission of responsibly managing the assets of a multi-generational perpetual Trust in alignment with the interests of the beneficiaries and Arizona’s future. Are you ready to join us in our mission?
Please apply today!
For general information, visit our website: www.azland.gov
1110 W. Washington St, Phoenix, AZ 85007

Administrative Assistant 3

Job Location:

1110 W. Washington St.
Phoenix, AZ 85007

Posting Details:

Hourly Rate: $22.00

Grade: 17

Closing Date: Open until business needs are met  

Job Summary:

Under the guidance of the Rights of Way Section Manager, the Administrative Assistant provides administrative support to the Rights of Way Section and the Commercial Sales & Leasing Section within the Real Estate Division. The incumbent is responsible for performing a large volume of complex and time-sensitive real estate-related tasks to assist the Division staff comprised of professional right-of-way and real estate project administrators, and Section Managers. The position is responsible for accurate and timely maintenance of legal records/files and effective handling of a variety of calls, emails, and visitors.

Upon successful completion of the required training and probationary period, this position may offer the ability to work a hybrid remote work schedule, based upon the department's business needs and continual meeting of expected performance measures. All work, including remote work, should be performed within Arizona. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Job Duties:

• Accurate and timely preparation of a variety of documents, e.g., Letter of Authorization, Letter Right of Entry, Assignment Application. Accurate and timely maintenance of physical and electronic versions of division-level records and files.
• Prepare and update spreadsheets and electronic files for weekly internal meetings and approvals, e.g, Application Assignment, Application Standard Assessment Process (ASAP), Tier 1 - Commissioner Approval, Tier 2 - Board of Appeals approval. On a rotating schedule, facilitate the Agency-wide ASAP meeting.
• Respond to all electronic, telephone and written messages regarding Real Estate Division-related inquires. Screen/handle real-time calls and unscheduled visitors.
• Schedule in-person and virtual appointments and meetings. Notify Public Records Section of scheduled in-person visitors. Escort in-person attendees to on-site conference room.
• Respond to applicants, staff and public inquiries regarding applications and use of State Trust land; Organize workload and meet assigned deadlines.
• Monthly review and report to Right of Way Section Manager on internal reports supplied by other Sections related to expiring files, invoicing, accounts payable defaults, and insurance defaults.
• Office-related administrative activities, e.g. sort and distribute physical and electronic mail, use of standard office equipment, prepare and submit purchase orders related to office supplies, professional memberships, and continuing education courses.
• Serve as back up support for: Commissioner's Office reception desk, prepare and facilitate Board of Appeals meeting.
• Apply the principles, theories and concepts of the Arizona Management System; active participation in group huddles; continual identification of areas for process and quality improvement; adhere to established standard work and procedures.
• Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Principles and practices of commercial real estate sales analysis and disposition.
• Principles of project management and coordination.
• Construction, evaluation and execution of lease, easement and sale contracts.
• Principles and practices of land use planning and management, and the associated laws, rules and regulations.
• Methods and documents required for the acquisition of land.

Skilled In:
• Advanced verbal and written communication.
• Locating and selecting the most appropriate guidelines for numerous and variable circumstances.
• Advanced organizational skills in coordinating activities and efforts of land disposition agents.
• Negotiation skills to obtain support, cooperation, and timely action or change from involved parties. 

• Establishing and assessing program objectives and performance goals.
• Establishing and maintaining effective working relationships with various levels of government and business officials as well as the public.
• Computer usage and programs (Microsoft Office and Google Suite).

Ability To:
• Compose correspondence and documentation according to Department policy and procedures.
• Gather and summarize data for reports.
• Filter large amounts of complex information and determine what needs to be brought to the attention of the professional section staff.
• Successfully plan and direct a variety of administrative functions.
• Perform problem solving analysis. Ability to establish and maintain positive, effective interpersonal relations.
• Establish performance goals and assess progress towards their achievement.
• Write reports, maintain records and manage multiple tasks concurrently.
• Read and interpret legal descriptions.
• Exercise appropriate personal judgment within the guidelines of recognized laws, rules, procedures, and policies affecting the overall management of Stat Trust lands.
• Plan and organize personal workload to effectively meet assigned deadlines.

Selective Preference(s):

• A minimum of 2 years of professional level administrative support, OR a minimum of 2 years processing real estate documents or other complex contracts.
• Any combination of training and experience that meet the Knowledge, Skills, and Abilities (KSAs); may include, but are not limited to, relevant degree from an accredited college or university, coursework, and work experience relevant to assignment.

Pre-Employment Requirements:

• 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 required driver training. (refer to Arizona Administrative Code R2-10-207.12.)
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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:

• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child
• Other Leaves - Bereavement, civic duty, and military
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable health insurance plan, including medical, dental, life, and disability insurance
• Participation eligibility in the Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

Lifetime Pension Benefit Program
• Administered through the Arizona State Retirement System (ASRS).
• Defined benefit plan that provides for life-long income upon retirement.
• Required participation for Long-Term Disability (LTD) and ASRS Retirement plan.
• Pre-taxed payroll contributions begin after a 27-week waiting period (prior contributions may waive the waiting period).
Deferred Retirement Compensation Program
• Voluntary participation.
• Program administered through Nationwide.
• Tax-deferred retirement investments through payroll deductions.

Contact Us:

If you have trouble applying for this position, please email HRIShelpdesk@azdoa.gov for assistance.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting ASLD Human Resources at hr@azland.gov or 602-542-2629. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.