ADMINISTRATIVE ASSISTANT 2

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. ADMINISTRATIVE ASSISTANT 2 Job Location: Address: Administration Division/Procurement Section 800 W. Washington Street, Phoenix, AZ 85007 Posting Details: Salary: 17.00 Grade: 15 Closing Date: June 12, 2026 Job Summary: Under general supervision of a procurement specialist, will create requisitions, change orders, and receipts for all agency purchasing, tracks all division request and provides reports as needed for procurement staff to track status of all purchasing activities. 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: Review purchase requests and process according to state and agency rules, policies and procedures. Apply purchasing guidelines and procedures to select the proper purchasing method. Prepare requisition in eprocurement system. Verify the delivery of products or services according to specifications and terms of contract. Review and gather information from vendors on product changes and new products. Responds to questions or delivery problems from staff and vendors. Solve shipping, receiving and billing discrepancies. Expedite orders, reschedule deliveries, cancel, and reorder supplies and products. Tabulate statistics and numbers. Assist with proposal reviews by coordinating and scheduling meetings, and obtaining needed documents. Research previous agreements, leases, current procedures and regulations. Gather information to help prepare draft requisitions or agreements. Maintain electronic databases and files used to track purchasing activity. Knowledge, Skills & Abilities (KSAs): Knowledge: Agency or program rules, regulations and operating procedures of business law as it relates to preparation, requisitions, purchase orders, contracts, agreements. Ability to: organize, plan, coordinate, analyze and establish priorities; develop effective operations of work, duties, and communications, write process and procedures, creations of forms, speed sheets, word and google documents. Skills: Excellent and oral and written communication, Strong Capabilities in Self Organized, task orientated, ability to multi-stack, Knowledge and experience in requisition life cycle process, process requisitions, skills in excellent customer Service, Assist with preparations of correspondence, attend meetings, take virtual, skills in accounts payable process and procedures, agency funding codes, database systems. Abilities: Ability to use eprocurement database to receipt, liquidate, and inspect verification of invoice. Ability to follow directions. Learn procurement ethics Ability to send out surveys, Update Databases, analyze, collect Statistic results, Ability to take work under guidance and directions from senior staff members, Ability to use MS Word, Excel, Google and other software applications, follow Arizona Management System (AMS) to understand and follow principles and practices of procurement and administration management Selective Preference(s): Previous purchasing or supply chain experience. Experience in APP or other e-procurement systems, Microsoft or Google suite experience such as excel and sheets for tracking and reports. 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. 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. Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page 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 [email protected] for assistance. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.