Administrative Services Officer 1

Arizona Department of Administration • Phoenix, AZ

1d • $52,445 - $62,445 • Hybrid

About The Position

This role supports complex and highly confidential portfolio of human resources and administrative operations across the division. Supports the division providing expert guidance to the division director, supervisors, and staff to ensure strict compliance with legal regulations, internal policies, and disciplinary procedures. The incumbent proactively aides management, employee relations, to resolve sensitive personnel issues. Collaborates with team members to coordinate formal administrative investigations. Operationally, the role assists facilitating recruitment, verifications, onboarding, payroll, and fiscal data for executive reporting. The position concentrates employee growth by coaching management teams in communication strategies, leadership development, and verifying headcount capacities to achieve agency-wide objectives. 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 Federal/State statutes, rules/regulations and policies/procedures applicable to area
• Knowledge of Task planning and management of responsibilities
• Knowledge of ADOA personnel system/rules and regulations
• Knowledge of Leadership and management principles
• Knowledge of Strategic planning methods
• Knowledge of Principles/practices of Human Resources Administration
• Knowledge of Lean/continuous improvement practices and methods
• Knowledge of Oral/written communication techniques
• Knowledge of Principles to conduct research and compile findings
• Knowledge of Computer applications and software
• Exceptional time management skills
• Task planning and management
• Research and complex analysis
• De-escalation tactics
• Expert at expressing ideas clearly and concisely both written and orally
• Interpersonal relationships, establishing and maintaining effective working relationships
• Organization and time management
• Remain calm and professional in stressful situations
• Supervisory techniques
• Problem solving and conflict resolution
• Interpreting state statutes, rules, policies and procedure
• Google Suite and/or MS Office products
• Apply rules and regulations fairly/ consistently
• Exercise independent judgment and initiative within established policies, guidelines, and procedures
• Successfully analyze information and data
• Develop organizational capabilities and integration of strategic objectives
• Perform complex tasks utilizing computer applications/software
• Remain calm and professional in stressful situations
• Inspire cooperation and confidence
• Work independently, organize, and meet deadlines
• Valid driver's license with acceptable 39 month MVR.
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Experience utilizing applications to maintain, update/extract information/reports, process recruitment requests and onboarding new employees.
• Familiarity with State and/or Agency personnel rules, policies/procedures.
• Any combination of training and experience that represents at least 5 (5) years of the knowledge, skills, and abilities (KSAs) such fields as personnel, budget analysis, purchasing, accounting, data processing, or related administrative duties.

Responsibilities

• Provide support/guidance and direction to MPD Division and staff for all human resources activities/concerns.
• Work closely with Division Director, Managers and Supervisors to assist with employee recruitment and selection processes.
• Attend ASO meetings.
• Provide administrative support for the Division including support for training matrix, payroll, and policies.
• Supports in problems solving in the areas of training, communications, compensation, staffing/onboarding, employee relations, and management.
• Maintain/update information via web-based platforms for employee files.
• Provide status report/updates to Division Director, Managers/Supervisors.
• Coordinate updates of Divisional Organization.
• Coach and mentor Group and section managers with resources and process mapping for hiring, employee relations, training, communications.
• Verify position/personnel/payroll reports as requested/required.
• Responsible for identifying discrepancies and ensuring that all employee information is properly reflected on reports.
• Establish and maintain standards of work and process flows for problem resolution, guidance and support to Division Director, Managers and Supervisors on complex and sensitive issues.
• Assist with guidance from Employee Relations and relevant HR resources as necessary.
• Provide guidance to staff regarding various matters by applying applicable State/Federal, agency policies and procedures.
• Make recommendations for change or improvement of existing processes for personnel/administration in support of strategic planning initiatives.
• Provide support/guidance pertaining to fiscal/budget/payroll and procurement (inventory) which includes managing Division's fixed assets coordination of annual inventory).
• Serve as Proxy timekeeper for the Division.
• Process employee reimbursement claims as applicable.
• Other duties as assigned as related to the position.

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: No Education Listed