Administrative Assistant

The Industrial Commission of Arizona (ICA) invites applications for an Administrative Assistant 2 position. The role is located at the Arizona Department of Occupational Safety & Health, 800 W. Washington Street, Phoenix.

This position reports to the Admin Supervisor of the Arizona Division of Occupational Safety and Health (ADOSH) and performs data entry, prepares correspondence, letters, memos, Salesforce chatter, and updates ADOSH un-programmed activity (UPA) matters through closure. The assistant prepares reports for ADOSH Intake Supervisor, Admin Supervisor or Deputy Director for review on completed UPAs. The role collaborates with internal staff and the public, maintaining a flexible, autonomous, and trust-based work culture.

Essential Duties and Responsibilities include but are not limited to:

• Access Salesforce UPA’s using the ADOSH Salesforce system and review complaints or referrals submitted by a complainant or stakeholder.
• Contact the complainant or stakeholder to clarify information submitted, refining or adding details as needed.
• Contact employers to establish a point of contact and add the UPA matter as a participant; create a matter from staging.
• Provide ADOSH Intake Supervisor or Admin sample letters to be sent to employers for comments or updates. Send the letters via the point of contact’s email or mailing address and add notes, documents and responses in Salesforce until the matter is closed.
• Answer routine calls from stakeholders who file complaints, request general OSHA information, or seek guidance on locating ADOSH or OSHA information on the web.
• Participate in the Arizona Management System (AMS).
• Attend, contribute to, and propose solutions for the AMS in the Whistle blower/Investigations section, including small projects to improve current policies and procedures in ADOSH.

• Grammar, spelling, punctuation, and sentence structure.
• Data entry and formatting.
• Proficiency with Windows, Adobe, Google, Microsoft, Smart‑Phone Apps, Salesforce, and Okta.
• General workplace safety.
• Word processing, typing, editing, scheduling.
• Time management, call handling, organization, data analysis, interpersonal relations.
• Providing responses to inquiries from the public via in‑person, telephone, email, and mail.
• Spanish translation assistance for bilingual candidates.
• Effective verbal and written communication, conflict resolution, and cooperative teamwork.
• Accurate data record‑keeping, work prioritization, and quality control.

The ideal candidate will have prior administrative experience that includes data entry.

• Valid in‑state Arizona driver’s license.
• In‑state and out‑of‑state travel is required.
• Employees who drive state business are subject to driver’s license record checks and required driver training.
• Use of personal transportation is possible; vehicle insurance and registration must be current, and mileage will be reimbursed.
• All new state employees must complete the Electronic Employment Eligibility Verification Program (E‑Verify).

• Sick leave.
• Vacation with 10 paid holidays per year.
• Health, dental, and vision insurance.
• Retirement plan (ASRS).
• Life and long‑term disability insurance.
• Optional short‑term disability, deferred compensation, and supplemental life insurance.
• Paid parental leave pilot program.
• Optional full‑time or part‑time remote work schedule.

Eligible employees may participate in the Arizona State Retirement System (ASRS). Contributions are matched by the employer, and participation may begin immediately or upon the 27th week of employment.

If you have any questions, please call 602‑542‑5559 or email HR.