ADMINISTRATIVE SERVICES OFFICER 4

Arizona Department of Administration • Phoenix, AZ

16h • Onsite

About The Position

The Administrative Services Officer 4 serves as the Environmental Management Office (EMO) Resource Manager under the Construction and Facilities Management Office (CFMO), reporting directly to the EMO Deputy Director. The position directs, supervises, and performs resource-management work supporting the EMO budget, including budget preparation, financial planning, and special projects. It oversees forecasting and expenditure of federal funds, exercising independent judgment within established policies and procedures. The role supports collaborative and fiscally responsible management of EMO funds, provides managerial accounting data to identify cost trends, and ensures compliance with federal and state laws, agency policies, and the General Terms & Conditions of the Master Cooperative Agreement, Award 1002. It also promotes continuous improvement through teamwork, standard operating procedures, root-cause problem-solving, and performance metrics.

The position is based at Papago Park Military Reservation in Phoenix, Arizona. It supervises 1–2 subordinate employees and requires out-of-state and in-state travel. The successful candidate must hold and maintain an appropriate, valid Arizona driver's license, pass a criminal background investigation, and be able to obtain and maintain a favorable Tier 1 investigation for a Common Access Card within one year of hire.

Requirements

• At least two years of accounting, finance, and/or resource-management experience.
• At least one year of supervisory experience.
• Possession and retention of a current, valid Arizona state-issued driver's license appropriate to the assignment.
• Ability to pass a criminal background investigation and obtain and maintain a favorable Tier 1 investigation for a Common Access Card within one year of hire.
• Knowledge of DEMA, EMO, and Arizona National Guard goals and objectives; budget preparation and execution; generally accepted accounting principles; U.S. Army accounting structures, practices, and procedures; Army, Department of Defense, National Guard Bureau, and state regulations and policies; Arizona personnel policies and rules; budgeting techniques; and Resource Manager duties and functions.
• Skill in staff supervision, time and priority management, personnel management, counseling and mentoring, verbal and written communication, Microsoft Word, Excel, PowerPoint, and Outlook, fund management, budget sheets, report preparation, and financial problem-solving.
• Ability to create and modify databases, write queries, and develop reports; communicate effectively; develop and administer budgets, cash-flow management, planning, forecasting, financial analysis, and reporting; think strategically; make critical decisions under delegated authority; advise senior leaders on fiscal policy, risk, and resource utilization; oversee complex programs and funding streams; and synthesize financial data and regulatory guidance into actionable strategies.
• Ability to travel in and out of state.
• Successful completion of the Electronic Employment Eligibility Verification Program (E-Verify) as a newly hired State employee.

Nice To Haves

• At least two years of working experience with Arizona Financial Information System (AFIS), General Fund Enterprise Business Systems (GFEBS), Arizona Procurement Program (APP), fiscal law, cooperative agreements, Master Cooperative Agreement, and generally accepted accounting principles (GAAP).
• CPA license preferred.
• Bachelor's degree in Business Administration, Accounting, Finance, or Audit preferred.
• Any combination of experience, education, and training that meets the stated knowledge, skills, and abilities.

Responsibilities

• Direct the annual federal fiscal-year budget and forecasting cycle in alignment with organizational objectives.
• Analyze historical data and funding trends, collaborate with Environmental Branch Managers, develop financial plans, and submit annual federal budget requests to the National Guard Bureau.
• Execute, reconcile, and administer federal ledger budgets monthly; monitor cost controls and adjust spending to remain within authorized appropriations.
• Prepare and deliver budget expenditure and performance reports to the Environmental Director and Deputy Director.
• Review and formally approve EMO purchase requests for compliance with policies, the General Terms & Conditions, and budget limits.
• Generate and maintain financial data, including monthly open purchase order and requisition logs, cash-flow analyses for Environmental programs (Award 2), and AZ360 reports.
• Collaborate with EMO program managers to review project status and ensure fiscal responsibility and appropriate resource execution for Award 2 initiatives.
• Track and monitor revenues, expenditures, and open encumbrances for EMO projects in accordance with the Master Cooperative Agreement.
• Maintain accurate financial records and a systematic chart of accounts; implement, enforce, and monitor internal controls to prevent mismanagement and safeguard assets.
• Supervise, mentor, and direct 1–2 subordinate employees, including work planning, career development, resource-management work, and formal mid-year and end-of-year performance counseling.
• Oversee and train staff performing financial actions and processing credit-card invoices for State Accounting approval and payment.
• Attend high-level meetings and briefings with senior staff to represent the Environmental section.
• Monitor payroll, purchases, training costs, and reimbursement programs, keeping open encumbrances and actual expenditures within authorized fiscal-year budget limits.
• Perform other duties related to the position as assigned.

Benefits

• Sick leave.
• Vacation and 10 paid holidays per year.
• Health and dental insurance.
• Retirement plan through eligible state retirement programs.
• Life insurance and long-term disability insurance.
• Optional short-term disability insurance, deferred compensation plans, and supplemental life insurance.
• Paid parental leave program.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed