Administrative Services Officer 1

Arizona Department of Administration • Phoenix, AZ

1d • $45,999 - $55,999 • Hybrid

About The Position

This position participates in purchasing activities against State and Agency contracts for the ASD, ECD and MVD Divisions. It involves developing reports, performing and auditing cost analysis of group operations, and analyzing contracts. The role also participates in complex studies to solve procedural issues, reviews and studies methods of operations, and develops solutions to problems. This position collaborates and consults with other agency managers and staff from all other Divisions to resolve business operational concerns; review data; develop compliance plans; and ensures that financial systems and procedures comply with accounting standards, Federal regulations and State statutes. 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.

Requirements

• Knowledge of budgeting principles and fiscal management strategic planning methods, to conduct research and compile findings, oral and written communication techniques, computer applications and software.
• Working knowledge of the Procurement Code with its application to the requisition of goods and/or services.
• Knowledge of State processes as they relate to purchase orders, purchase requests, fiscal management and budgetary control, invoices and procurement.
• Knowledge of Microsoft Office (Access, Excel, PowerPoint and Word).
• Skill in research, complex analysis, strategic planning, problem solving, and conflict resolution.
• Proficiency in "business math" reading, analyzing.
• Professional level interpersonal skills.
• Interpersonal communication to establish and maintain effective business relationships both internally and externally.
• Organizational management and problem solving.
• Ability to employ advanced problem-solving skills, apply rules and regulations fairly and consistently, seek creative alternatives and formulate solutions.
• Ability to adapt to changing conditions, direct organizational programs, and integration of strategic objectives, articulate with clarity.
• Ability to remain calm and professional in stressful situations, inspire cooperation and confidence, create a trusting environment.
• Ability to complete difficult analytical work.
• Must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks.
• High School Diploma/GED.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Two years administrative work experience in budget, contracts, and or purchasing preferred.

Responsibilities

• Direct purchasing activities against State/Agency contracts for ASD, ECD and MVD.
• Communicate effectively with customers, suppliers, Procurement, Accounts Payable to help resolve fiscal, budgetary, purchasing issues to ensure payments are processed/contractual procedures are followed.
• Generate spreadsheets, compile information, prepare/update reports and perform cost analysis of group operations.
• Initiate critical thinking through investigative processes to develop and implement group improvements.
• Assist in the planning of future reimbursement rates and cost saving measures.
• Manage/coordinate Property Loss Claims significantly increasing the efficiency of handling and processing purchase orders and invoices for claims.
• Consult with ADOA adjusters/ ADOT staff to make decisions on property claims/settlements.
• Process/monitor budget allocations of pcard transactions.
• Establish, model, and teach best practices through the discipline of the AMS utilizing huddles, Gemba walks, kaizens and performance metrics to provide sustainable progress and continuous improvement.
• Review/maintain docs/files for historical/auditing purposes.
• Manage and coordinate multiple daily office operations and general business activities of the department.
• Utilize interpersonal skills to respond to legitimate questions.
• Oversee travel arrangements; schedules and coordinate staff 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: Mid Level
• Education Level: High school or GED