EXECUTIVE ASSISTANT Job at State of Arizona in Phoenix

Overview

AHCCCS (Arizona Health Care Cost Containment System) is Arizona’s Medicaid agency. It is driven by its mission to deliver comprehensive, cost-effective health care to Arizonans in need. AHCCCS is recognized for high employee engagement and flexible work environments, including remote work opportunities. The agency offers meaningful career opportunities across professional levels, including entry-level positions and internships.

Executive Assistant

Job Location: Arizona Advisory Council on Indian Health Care (AACIHC)
150 N. 18th Ave., Phoenix, AZ 85007

Job Details

Posting Details

• Salary: $60,000 - $65,500
• Grade: 22
• FLSA: Exempt
• Closing Date: Open Until Filled

Job Summary

The Arizona Advisory Council on Indian Health Care (AACIHC) seeks a highly motivated individual to join as an Executive Assistant. Under the Director’s direction, this position provides high-level professional administrative support to the Director and Business Operations Administrator. Responsibilities include scheduling, coordinating, and documenting tribal, state, and federal agency meetings; preparing, maintaining, and organizing budget reports, travel claims, and coordination of process office invoices. This role frequently communicates with Advisory Council members, state legislative staff, federal, state, tribal leadership, and stakeholders. Supervision is provided to the Community Outreach Coordinator.

Remote work may be offered based on department business needs and performance measures. State-wide remote work policies allow work from home, offices, or hoteling spaces, with work performed within Arizona unless properly authorized.

Major Duties and Responsibilities

• Coordinate meetings for AACIHC staff and Advisory Council/Board, including posting notifications and agendas to state meeting websites, preparing and sending presentations and materials, documenting and processing meeting minutes, updating tribal stakeholder directories, and coordinating leadership meetings and external partnerships.
• Coordinate travel arrangements and prepare/submit travel claims for all agency employees. Serve as business partner with HR to update position descriptions and postings, onboard new staff, and coordinate procurement for consultants and office expenses. Follow up on purchase orders and complete conference registrations.
• Supervise and mentor the Community Outreach Coordinator; ensure public communications are published and events are attended; develop performance reports.
• Screen and direct calls and visitors; research information for responses; manage the Director’s calendar; process mail, voicemails, and emails; follow up on pending matters.
• Organize and maintain files for quick retrieval; coordinate with AHCCCS facilities or ISD to maintain office equipment and supplies.

Knowledge Of

• Policies, procedures, and programs of the State of Arizona and Indian health care delivery systems; interaction with divisions, agencies, and external customers
• Methods and preparation of reports; complex secretarial functions; tribal cultures and government structures
• State budget policies and procedures; fiscal management; state contract and procurement policies
• AHCCCS rules and regulations; personnel management principles; supervision
• Effective communication with officials and external/internal customers

Skills

• Time management and multi-function administrative capabilities
• Excellent verbal, written, and interpersonal communications
• Administrative support quality and information management
• Computer skills (Google Suites, Microsoft, Zoom)
• Project management, organizational, and problem-solving abilities
• Ability to maintain confidentiality

Ability To

• Interact with AACIHC members, tribal members, state agencies, staff, and external health care representatives
• exercise discretion and independent judgment; research and summarize data; prioritize tasks
• Work independently with minimal oversight; initiate continuous quality improvement
• Collaborate across divisions and lead or participate in task forces and committees

Qualifications

Minimum:

• Three to five years of high-level professional administrative support, including one year of supervisory experience

Preference:

• Preference given to candidates with state government or healthcare experience; supervisory or large workgroup leadership experience; experience with I/T/U entities

Pre-Employment Requirements

• Fingerprint background check, prior employment verifications, and reference checks; employment contingent on successful completion
• Travel may be required; driver training for state business may be required

All new State employees are subject to E-Verify. This is an Equal Opportunity/Reasonable Accommodation Employer.

Benefits

• 10 paid holidays per year
• Paid vacation and sick leave
• Paid parental leave up to 12 weeks per year
• Other leaves: bereavement, civic duty, military
• Retirement benefits through ASRS; life, health, disability insurance
• Public Service Loan Forgiveness eligibility
• Public transit subsidies and learning opportunities

Remote work may be available as a management option; program is not an entitlement. Details are subject to agency policy. For full benefits information, see the State of Arizona benefits page.

Contact: Persons with a disability may request accommodations by emailing careers@azahcccs.gov. Equal Opportunity Employer.