About this role
As a condition of employment, all new hires must obtain and maintain a valid Level One IVP Fingerprint Clearance Card issued by the Arizona Department of Public Safety (DPS). JOB SUMMARY The Administrative Assistant II - MIS provides vital administrative support to the Director of Technology and Innovation while performing office management activities that ensure a welcoming and efficient MIS office. As a key member of the Phoenix #1 family, this role supports our mission of inspiring every child to achieve by ensuring operational excellence and fiscal responsibility behind the scenes. ESSENTIAL DUTIES AND RESPONSIBILITIES: Administrative Operations Performance Objective and Success Standards: Provide high-level administrative support to the Director to optimize their time and ensure seamless daily business operations.
• Calendar conflicts are identified and resolved 48 hours in advance with all necessary briefing materials attached.
• Mail and inquiries are triaged daily, with routine responses drafted and prioritized for review.
• 100% adherence to professional discretion and confidentiality standards in all correspondence.
Data Analysis & Financial Reporting Performance Objective and Success Standards: Transform raw financial and operational data into accurate, actionable reports and visual presentations for leadership decision-making.
• Reports, charts, and PowerPoint presentations are 100% error-free and delivered by the established deadline.
• Expense calculations and departmental data reconciliations match primary financial records with zero variance.
• Procurement and purchase requisitions are processed within 24 hours of receipt to maintain supply chain continuity.
Information Management & Compliance Performance Objective and Success Standards: Maintain a systematic, compliant, and easily retrievable archiving structure for all departmental and public records.
• Public records requests are fulfilled within statutory timelines with 100% documentation accuracy.
• Quarterly internal audits of contracts, leases, and agreements show 0% missing or misfiled documents.
• 100% compliance with established archiving and retrieval practices for all physical and digital files.
Human Resources & Risk Coordination Performance Objective and Success Standards: Administer departmental personnel records and specialized insurance claims to ensure accuracy and continuity of service.
• Time and attendance records for the Department are submitted with 100% accuracy per pay cycle.
Project Support Performance Objective and Success Standards: Coordinate specialized projects to maintain a functional and professional work environment.
• Project milestones assigned by the Director are met on or before the due date with high-quality visual deliverables.
MINIMUM EDUCATION AND/OR EXPERIENCE:
• High school diploma or GED
• Experience with MS Office software
PREFERRED EDUCATION AND/OR EXPERIENCE:
• 3 or more years of secretarial/office management experience
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of:
• Generating professional business correspondence
Skilled in:
• Microsoft Word, Excel, PowerPoint, and Publisher
Ability to:
• Produce effective reports and correspondence in a timely manner
• Prioritize multiple tasks
• Engage effectively with staff and the public
Core Competencies: * Accountability * Analytical Thinking * Concern for Order * Planning Ahead This position is a grade 115 on the salary schedule.