Administrative Service Officer 1

Arizona Department of Administration • Phoenix, AZ

2d

About The Position

The Arizona Department of Agriculture’s Produce and Plant Services Division
(PPSD) is currently recruiting for an Administrative Service Officer 1 for our
Phoenix Operations.

The Department of Agriculture’s, Plant Services Division, safeguards
agriculture, food and the environment from the risks associated with the entry,
establishment and spread of plant pests, diseases and noxious weeds thereby
promoting agricultural sustainability, market access and competitiveness.

The Administrative Services Officer 1 for the Produce and Plant Services
Division (PPSD) plays a key role in the centralized administrative services for
the division, including budgeting, accounting, procurement purchasing, payroll,
and personnel functions. This position works closely with the Administrative
Services Manager to track and provide statistical data, track financial
information, prepare various reports, and assists in delivering program
strategic initiatives.

Requirements

• Knowledge of Administration, with a focus on organization, fiscal management, budgetary control, and general administrative services.
• Knowledge of Office administration and state operational procedures.
• Knowledge of Federal and state statutes, accounting practices, and budgetary controls.
• Knowledge of Office management and supervision best practices.
• Skills in Application of accounting principles.
• Skills in Effective supervision, planning, and management.
• Skills in Strong written and verbal communication.
• Skills in Project management.
• Skills in Proficiency in Google Suite, the APP and AFIS systems.
• Skills in Customer service.
• Ability to Communicate effectively with internal and external customers.
• Ability to Perform complex analytical and managerial tasks.
• Ability to Work independently, set priorities, manage multiple tasks and projects, manage time, and adapt to changes within a dynamic work environment.
• Ability to Anticipate, identify, and solve problems.
• Ability to Manage and track complex tasks with critical timelines and deadlines.
• Valid Driver's License
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• 2 plus years of managerial experience in one or more of the functions related to duties.
• Knowledge of AZ360

Responsibilities

• Assists the Administrative Services Manager in managing administrative operations, fiscal activities, budget development, and reconciliation for the following program areas within the division: Plant Services Program, Produce Safety Rule Program, Citrus, Fruit and Vegetable Standardization Program (CFV) and Federal-State Inspection Service (FSIS), and the Arizona Leafy Greens Food Safety Committee. Assists essential administrative functions, including budgeting, accounting, procurement, payroll, and personnel services. Obtains and analyzes division fiscal data from the Arizona Financial Information System (AFIS). Assists with financial data management, procurement processes, reporting, and the maintains records for both state and federal activities. Manages out-of-state travel arrangements. Assists with budget tracking and reconciliation. Applies advanced fiscal management skills, offers strategic recommendations, and assists comprehensive administrative services to support the division's objectives.
• Balances monthly financial records from the State accounting system to an electronic, agency budget tracking system. Assists the Administrative services manager with division budget development, reconciliation, encumbrance creation and management, and audit.
• Provides inspection coordination and audit support through monitoring schedules and workflow for the Phoenix District Federal State Inspection Services (FSIS). Provides customer service and follow-up, including managing out-of-state travel arrangements for traveling FSIS employees in accordance with state and agency policy. Manages the audit and compliance data system for food safety audits.
• Responsible for assisting in procurement responsibilities such as ordering office equipment and supplies through the Arizona Procurement Portal for the Phoenix and Yuma offices. In addition, supports agency accounting department with reconciliation of purchase orders through procurement receipts and resolving vendor and/or billing issues with a strong focus on internal and external customer service. Additionally serves in the absence of the ASO 1 in procurement matters for division.
• Assist ASO and team members with staffing at Arizona LGMA and CFV tours, public outreach and multiple program's training classes. This includes providing customers with direction and informational literature about the program. Additional responsibilities include registration for training classes and follow up with class participants for training certificates. Assists Assistant Director in preparing statistical data on licensing for council meetings.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees