Administrative Assistant Iii

ARIZONA EXPOSITION AND STATE FAIR BOARD ADMINISTRATIVE ASSISTANT III

Job Location:

1826 West McDowell Road, Phoenix, AZ 85007

• Salary: $22.00 - $27.66
• Grade: 17
• Open Until Business Needs Are Met

The Administrative Assistant III serves as the primary point of contact for the organization, providing high-level administrative, operational, and customer service support year-round and during fair operations.

This role manages front office functions, communications systems, supplies, and coordination across departments, while also supporting fair-specific programs, guest services, and staff supervision during peak event periods.

The Administrative Assistant III requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

• Provide general administrative assistance, including research projects (e.g., vendor menus, RV rate comparisons), data entry, document management, laminating, folding, cutting, counting, assembling materials, reviewing and proofreading website content for accuracy.
• Coordinate the School Field Trip Program and other similar programs, managing form submissions, corresponding with registrants, sending confirmations, and coordinating early entry gate access with Admissions.
• Serve as primary receptionist and first point of contact for incoming calls, visitors, and general event inquiries; route calls to appropriate departments and assist callers with website navigation.
• Manage office supplies for all departments, including oversight of the Supply Room, coordinating monthly orders, generating purchase orders, and tracking inventory.
• Maintain and update the shared staff calendar, administer CISCO phone systems, including display changes, new installs, relocations, and serve as liaison with AZNet.
• Oversee the RV space rentals, including payment processing, permit issuance, and coordination with Operations for daily availability and occupancy.
• Supervise Support Center Switchboard Crew during fair operations (2–3 employees), including scheduling, timesheets, and script management.
• Manage incoming and outgoing mail and packages, including coordination with ADOA and internal distribution.
• Serve as Point of Contact for S-1, including charged cell phone management and backpack drop-off/pick-up.
• Maintain and update the staff directory for both Fair and interim (agency contact phone, email).
• Manage switchboard operations, including phone coverage, scripts, and coordination.
• Forward vendor and utility invoices (APS, Fed Ex, etc.) to Accounts Payable.
• Compile and distribute Fair information for switchboard operators and staff.
• Assist with internal coordination and operational logistics as assigned.
• Assemble Guest Services binders and operational reference materials.
• Coordinate phone orders and installations related to fair operations.
• Serve as the Point of Contact for Hold Harmless forms.
• Assist in collecting Certificates of Insurance (COIs).
• Track and disseminate interim event tickets to staff.
• Maintain Lost & Found items.
• Managing inventories.

• Standard office administration practices and procedures, including front desk operations, records management, inventory control, and basic procurement processes.
• Understanding of customer service principles, confidentiality requirements, and basic computer systems, including email, calendars, and office productivity software.
• Working knowledge of multi-line phone systems and professional call-handling standards.
• General knowledge of event operations, guest services, and public-facing environments.

• Effective verbal and written communication; strong organizational and time-management skills; accurate data entry and record keeping; attention to detail; skilled at managing multiple priorities in a fast-paced environment.
• Prioritizing tasks from multiple departments, providing administrative support, performing basic financial tracking, and supervising or coordinating temporary or seasonal staff.
• Professional phone etiquette and problem-solving skills required.
• The use of standard office software applications.

• Perform light physical tasks such as assembling materials and lifting office supplies, and the ability to work flexible schedules, including evenings, weekends, and extended hours during fair or event operations.
• Interact professionally with the public, vendors, and staff; work independently and as part of a team; follow established policies and procedures; maintain confidentiality; and adapt to changing priorities.
• Use of standard office software applications.
• Work independently and take initiative.

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.

• Sick leave
• Retirement plan
• Health and dental insurance
• Vacation with 10 paid holidays per year
• Life insurance and long-term…