ADMINISTRATIVE SERVICES OFFICER 1

Arizona Department of Administration • Tucson, AZ

8d • $41,600 - $49,920 • Onsite

About The Position

The Arizona Historical Society is a nonprofit organization and state agency established in 1864. AHS connects people through the power of Arizona’s history. AHS collects, preserves, and tells the story of Arizona’s past through museum exhibitions, libraries and archives, historic sites, educational programs, and the Journal of Arizona History. AHS seeks to be the driving force strengthening Arizona’s communities by promoting history through leadership, partnership, and scholarship.

The Administrator Services Officer 1 is responsible for analyzing financial information and preparing financial reports to determine or maintain record of assets, liabilities, profit and loss, tax liability, or other financial activities within Arizona Historical Society agency's accounts payable/receivable. This position follows policies and procedures, and makes recommendations for improvement. The Administrator Services Officer 1 is the agency's primary payroll and timekeeper, and directly responsible for various sections of the Board reports, Committee Meetings and internal budget discussions.

Requirements

• Accounting principles and practices
• The analysis and reporting of financial data
• Government accounting concepts, practices, methods, and techniques
• Internal control structures, and fiscal management
• Automated financial systems methods and techniques
• Reference materials such as federal regulations, Arizona Revised Statutes, and applicable agency manuals, policies, and procedures
• Ability to work within a variety of financial research methodologies
• Ability to analyze, interpret, and communicate data to various teams

Nice To Haves

• Ability to obtain a State of Arizona driver’s license.

Responsibilities

• Work with the Chief of Financial Officer (CFO) to establish budget guidelines; enter budget journal entries to include revisions to agency accounts, ledgers, and financial records, and grants financial tracking within the State Accounting System; and monitor, track, and reconcile cash receipts, incoming revenue, and update appropriate systems and reports. Identifies inconsistencies and errors.
• Manage daily accounts receivable operations, including invoicing, payment processing, and collection efforts for the agency; ensure the accuracy of financial transactions, analyze accounts for discrepancies, and prepare analytical and aging reports for management; and communicate with internal departments and external parties to resolve billing issues.
• Responsible for accounts payable, ensures timely and accurate disbursement of non-payroll expenditures in compliance with state and agency policies and procedures: maintain accurate vendor records, reconciles transactions, and assists with month-end closing activities.
• Attend meetings, mandatory training, monitor statewide policies, revised status and technical bulletins for position; and work with internal staff to create guidelines, policies and internal training.
• Gather and compile data, and write reports summarizing financial transactions and status of accounts for a given period, which may be included in Board, Committee, and Internal Reports for public and internal meetings.
• Assist in Agency-wide staff training, sharing the expertise on day-to-day producers, workflows, and company-specific knowledge.

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