Administrative Services Officer II

Arizona Department of Administration • Phoenix, AZ

1d • $55,000 - $60,000 • Hybrid

About The Position

The Arizona Department of Administration (ADOA), Division of Business and Finance (DBF), is seeking a dedicated and analytical professional to join the team as an Administrative Services Officer II. In this vital role, you will manage and monitor budget allocations and expenditures for DBF and other critical ADOA units, providing senior leadership with timely financial updates while ensuring strict compliance with state policies and contractual agreements. Utilizing your deep proficiency in State Administrative Official Manual (SAAM) policies, procurement codes, and general accounting practices, you will work hand-in-hand with the ADOA Budget Office to review strategic budget initiatives and oversee the full lifecycle of purchase orders, contracts, and payment processing. Additionally, this position is responsible for preparing dynamic ad hoc reports on orders, invoices, encumbrances, and overall budget balances. Beyond financial oversight, you will collaborate closely with the Support Services Manager to facilitate personnel management and ensure the seamless execution of all General Accounting Office (GAO) front desk administrative duties.

Requirements

• Knowledge of federal, state, and local laws, policies, and practices pertinent to the area of specialization.
• Knowledge of the organizational structure of the Arizona Department of Administration (ADOA) and the State of Arizona.
• Understanding of the reconciliation process used by the agency to ensure all agency reports are reconciled with AZ360.
• Understanding of the hierarchy of funding codes contained within the accounting system and the flow of information through the system.
• Advanced computer skills and demonstrated experience with software and email applications including Google Workspace (Gmail, Drive, Docs, Sheets, Calendar, Meets) and Microsoft Office (Word, Excel, Access, Visio), AZ360 Financial, and Arizona Procurement Portal Statewide System.
• Active listening and communication skills.
• Organizational and time management skills.
• Critical thinking, problem solving, and analytical skills.
• Ability to plan and organize complex administrative tasks in accordance with policies and procedures.
• Ability to prioritize, multi-task, set goals and expectations, and meet deadlines; effectively communicating variance to deadlines or expectations, when necessary.
• Ability to successfully manage multiple priorities, varying responsibilities, deadlines, and frequent interruptions in a dynamic and evolving environment.
• Background and reference check, including a criminal records verification.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Two or more years of experience providing a state agency financial and administrative support.

Responsibilities

• Process financial transactions within the Arizona Procurement Portal (APP) statewide system and AZ360 Financial System.
• Review and process purchase requests to ensure budget availability, and approve requests for budget units while verifying proper expenditure coding with the central budget.
• Create receipts, prepare invoices for payment, and design and manage comprehensive business and financial reports, including expenditure logs, purchase order tracking, budget forecasts, and accounts receivables/payables.
• Manage and monitor Departmental P-Card and CT-Card policies and functions, including processing payments, travel, and employee reimbursements.
• Provide high-level administrative support for the General Accounting Office (GAO), Division, and ADOA, including task management, ad hoc reporting, communications, and financial problem-solving.
• Collaborate directly with unit supervisors to coordinate administrative functions, support services, and excellent customer service.
• Communicate and disseminate operational policies and procedures clearly to division staff.
• Independently arrange in-state and out-of-state travel accommodations for division staff while resolving complex calendaring conflicts.
• Coordinate, review, and process travel arrangements in accordance with the policies and procedures established in the State of Arizona Accounting Manual (SAAM).
• Partner with division leadership to plan, coordinate, and execute professional development and training initiatives.
• Manage front desk administrative responsibilities, including interacting professionally with various state agencies on behalf of the division.
• Oversee the daily warrant control auditing process for statewide enterprise vendor warrants.
• Maintain a strict chain of custody throughout the warrant asset's lifecycle, ensuring absolute adherence to state statute and DBF standard operating procedures.
• Maintain and complete all required reporting, documentation, and coordination for the on-boarding and off-boarding of DBF employees.
• Manage operational requests, including building badge access, submitting ServiceNow tickets, and maintaining meticulous records of all personnel requests.
• Collaborate with agency support teams to ensure precise and efficient record management in line with standard operating procedures.
• Perform other duties as assigned that are related to the position.
• Maintain regular, predictable attendance and strictly adhere to the State of Arizona Standards of Conduct and agency-specific practices.

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
• Participation in ASRS Lifetime Benefit Pension Plan after 26 weeks of employment.

What This Job Offers

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