ADMINISTRATIVE SERVICES OFFICER 2

Arizona Department of Administration•Flagstaff, AZ

4d•$60,000 - $65,000•Remote

About The Position

The Mission Partners Division is looking for a proactive and meticulous Administrative Services Officer 2 (ASO2) who will utilize our state systems for developing and participating in a variety of administrative and business management functions. Reporting to the Accounts Payable Manager, the ASO2 serves as a vital member of the Purchasing team and works in conjunction with the broader Business & Finance Section. This position is available for remote work on a full-time basis within Arizona (including virtual office arrangements). 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

Comprehensive understanding of business and environmental issues relevant to Arizona.
Comprehensive understanding of accounting principles and practices.
Comprehensive understanding of Generally Accepted Accounting Principles (GAAP).
Comprehensive understanding of State government and department organizational structure.
Comprehensive understanding of internal control structures, and fiscal management.
Comprehensive understanding of confidentiality.
Working knowledge of Arizona Revised Statutes (ARS) related to the department/finances.
Working knowledge of State Procurement Code and State procurement system.
Working knowledge of State of Arizona Accounting Manual (SAAM).
Working knowledge of AZ360 financial system.
Working knowledge of Department's budget planning tool.
Working knowledge of Team's standard work processes.
Working knowledge of Microsoft Office and the G-Suite/Workplace.
Verbal and written communication skills.
Customer service skills, to effectively and professionally interact with a wide range of internal and external customers.
Effective employee performance management, prioritization of activities and workload management skills.
Excellent organization and time management skills for tracking activities and/or projects.
Resourceful with researching/gathering of facts and information.
Researching and compiling information skills.
Continuous process improvement skills.
Ability to foster professional relationships with the public and agency staff.
Ability to handle information requests with diplomacy and efficiency.
Ability to communicate effectively with clients and teammates.
Ability to work reliably as a productive team member.
Ability to adapt flexibly to shifting priorities and assignments.
Ability to manage complex scenarios and high-volume workloads.
Ability to adhere to and help develop team procedures.
Ability to provide prompt updates on projects and issues.
Ability to prioritize and organize daily tasks systematically.
Ability to show initiative and sound professional judgment.
Ability to perform analytical research and evaluations.
Ability to meet deadlines and maintain accuracy under pressure.
Ability to work independently with minimal supervision.
Ability to maintain high professionalism and remote work capability.
Ability to apply LEAN methodologies for continuous problem solving.

Nice To Haves

Associate’s Degree in Business, Finance, Accounting, or an equivalent related discipline.
Two years responsible administrative experience equivalent to or above the Administrative Assistant Ill level in such fields as personnel, budget analysis, purchasing, accounting, data processing or related administrative activities.

Responsibilities

Perform administrative tasks to support program management across major Agency Divisions.
Engage in diverse business management functions as part of the Purchasing team.
Leverage the Agency’s financial, procurement, and budget planning systems.
Facilitates training activities.
Ensure all work products meet high standards of accuracy and quality.
Consistently hit established deadlines.
Analyze and process purchase related requests; manage encumbrances, budget and other related division fiscal/business requests.
Follow state and agency policies for all applicable purchase requests, including credit card use.
Utilize the procurement system for review and entry of all requisitions, including contract determination.
Utilize the planning and financial systems for review, planning, performance and entry of all budgets, including funding codes and sources.
Analyze and ensure invoices are moved forward for payment.
Work with Suppliers and/or program staff to ensure the agency receives timely and accurate invoices, including p-card/ghost card transaction management.
Ensure that the quality of work is acceptable, accurate, and meets standards.
Ensure all deadlines are consistently met.
Assist with standard work management.
Assist in training new and existing team members.
Problem solving related to position activities, including addressing issues timely and creating courses of action for long-term solutions.
Maintain current knowledge of Agency and State-wide policies and training.
Perform other duties as assigned (typically 5% - 10%).

Benefits

10 paid holidays per year
Accrual of sick and annual leave beginning at 12 and 13 days per year respectively for full-time employees
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
A top-ranked retirement program with lifetime pension benefits
A robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability
An incentivized commuter club and public transportation subsidy program
Workplace flexibility
A variety of learning and career development opportunities

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