First Things First is currently seeking a part-time (20 hours/week) Administrative Assistant II to work in the Santa Cruz County (Rio Rico) Regional Office located at 1145 West Frontage Road, Suite 1, Rio Rico, Arizona 85648, with the opportunity for a hybrid work environment that may include working in the office and working remotely.

The Administrative Assistant II (AAII) position is a central coordinator for the regional office and serves as the administrative support to one regional director serving the Santa Cruz region. A key function of this role is the active support of two regional partnership councils, each representing 11 volunteer members of the community, to ensure meetings comply with legal obligations established for First Things First. This position is an integral part of a team-based environment providing a variety of complex administrative activities as well as being part of a culture that offers exemplary customer service. The AAII serves as an ambassador and trustworthy representative of First Things First, coordinating work with regional staff, regional council members and ensuring effective communication with internal colleagues and external community partners. This position also has the opportunity to work as an active and contributing member of multiple teams, including working professionally and effectively with other administrative assistants to develop increased efficiencies in administrative work.

• General administrative responsibilities including purchase and monitoring of office supplies; develop and maintain email distribution lists; support regional office coverage, including at times, the opening and/or closing of the office, and oversight of office services such as janitorial services, maintenance of a state vehicle, etc.
• Schedule, coordinate and calendar meetings using video-based platforms such as Zoom and Google and in-person meetings that require adherence to Open Meeting Law procedures.
• Communicate using multiple modalities, including email, instant messaging, phone and text.
• Simultaneously handle multiple projects with time-sensitive deadlines on an ongoing basis.
• Traveling to communities within the regions and occasionally to other FTF offices and locations, including the Pima County regional office in Tucson and central office in Phoenix.
• Regional Partnership Council duties include working in partnership with a regional director to support regional council meeting document preparation, including assistance with writing, editing documents, bundling of final documents using Adobe Acrobat Pro and ensuring documents are posted in alignment with Open Meeting Law procedures.
• Serve as a minute-taker and administrative support to regional directors during regional partnership council meetings held in the community or using a web-based video platform. In-person meetings include coordination of meeting location, setup and breakdown of the meeting.
• Record keeping aligned with record retention procedures, including paper and electronic maintenance of regional council meeting documents.
• Process and maintain applications and related paperwork using a web-based platform for volunteer regional council members and support the regional council member onboarding process. Maintain strict confidentiality of all information.
• Assist with the request for the grant application process in alignment with Arizona State Procurement procedures, including accepting request for grant application proposals from applicants, coordinating applicable meetings related to the confidential review process and assisting with the mailing and delivering applications.
• Coordinate, prepare and process travel-related activities and reimbursements for regional staff and regional council members.

• At least two years of administrative experience working in a team environment; or a Bachelor’s degree from an accredited college or university in a relevant field with at least one year of administrative experience working in a team environment.
• Evidence of strong oral and written communication skills, including editing documents and demonstrating excellent writing skills. Experience in developing and maintaining email distribution lists.
• Possess strong, current computer skills in Adobe Acrobat Pro; Google Workspace (Docs, Sheets, Slides, Calendar, Chat, Gmail and Meets); and Microsoft Office (Word, Excel, PowerPoint and Publisher).
• Extensive organizational and time management skills, experience with project management processes, ability to handle multiple projects and adjust priorities to meet deadlines.
• Previous experience in offering exemplary customer service is strongly preferred. Experience in working with the communities.
• Experience with minute-taking and writing. Maintaining record retention of regional council meeting documents in accordance with Open Meeting Law is preferred. Knowledge of Arizona Open Meeting Law and experience working with a group of volunteers, board or council is preferred.
• Flexibility in work schedule such as meetings that occur during evening and/or weekend hours and at times, office coverage. Must have reliable transportation and a valid driver’s license in good standing.

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

ASRS

HR@FirstThingsFirst.org