Administrative Services Officer

Arizona Department of Public Safety•Phoenix, AZ

6d•Onsite

About The Position

The Arizona Department of Public Safety is seeking motivated and experienced personnel to join our team. The Administrative Services Officer performs moderate to difficult administrative and analytical work in a staff capacity in areas such as administrative services, budget analysis, grants administration, contracts administration, management analysis and research analysis. Performs related duties as assigned. This recruitment will be used to establish an eighteen (18) month eligibility list to fill current and future vacancies. This is a competitive classification.

Requirements

Knowledge of planning and research principles and practices.
Knowledge of principles and practices of public administration.
Knowledge of program and project management.
Knowledge of principles of policy formation.
Knowledge of the rules of English grammar and composition to prepare, review and edit documents.
Knowledge of principles and practices of basic mathematics, accounting and statistics.
Knowledge of principles and practices of team performance and management.
Knowledge of modern office practices, procedures and equipment required to perform office functions in an efficient manner.
Knowledge of local, state and federal laws and regulations applicable to assignment.
Knowledge of records management systems (automated and manual).
Skill in composing, editing and proofreading a variety of correspondence, reports and forms.
Skill in the application of problem-solving techniques.
Skill in the use of computer software programs.
Skill in the use of computer keyboard devices.
Ability to interpret and summarize complex written and oral information.
Ability to exercise initiative and make independent decisions.
Ability to work under stringent deadlines.
Ability to organize, prioritize and perform multiple tasks.
Ability to gather, manipulate, interpret and present statistical data.
Ability to independently perform detailed work of a difficult nature with a high degree of accuracy.
Ability to establish and maintain effective working relationships with those contacted in the course of assignments.
Ability to make presentations to small and large audiences.
Ability to effectively communicate orally and in writing at all levels.
Ability to exercise sound judgement in safeguarding confidential or sensitive information.
Ability to review the work product of others for content, accuracy and conformity.
Three (3) years of experience as an Administrative Assistant with DPS; OR any combination of administrative or financial support experience and/or related education from an accredited college or university to total four (4) years.
Must successfully complete the examination process.

Nice To Haves

May be required to travel to perform certain work functions.

Responsibilities

Develops, coordinates, analyzes and monitors programs, projects, contracts, grants, overtime limits, funds, budgets and/or budget projections applicable to the work unit.
Prepares, processes and reviews written documents pertaining to work unit (e.g., correspondence, personnel action requests, requisitions, travel requests and claims, requests for proposals, leases, contracts, funding requests, bid specifications, requests for reimbursement, billing statements, etc.) to ensure compliance with applicable laws, policies and procedures.
Researches, gathers, summarizes and analyzes data to provide accurate information for briefs, reports, contracts, grant proposals, correspondence and presentations; to develop, evaluate and project program goals and/or strategic plans; and to develop and propose recommendations.
Tracks time-sensitive events and assignments to ensure timely completion.
May supervise clerical and administrative support personnel and the functions of the work unit, which includes: interviewing prospective employees; providing and/or recommending training; coordinating, scheduling and assigning work product; establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; keeping personnel abreast of new or revised information; answering questions; and recommending and/or implementing personnel actions.
Maintains various records in compliance with applicable retention schedules.
Develops, reviews and reconciles program reports (e.g., budgetary, financial, statistical, performance, etc.).
Develops and maintains automated systems to update and track information.
Reports information to management regarding project status and program issues (e.g., balances, funding, administrative issues, etc.) and/or presents recommendations related to the work unit.
Participates in and conducts research projects, audits and/or inspections to provide information, make recommendations and procedural changes, and ensure compliance.
Resolves procedural and administrative problems and/or contract discrepancies, and answers questions regarding programs, projects, funds, budgets and/or budget projections pertaining to work unit.
Prepares graphic presentations (e.g., matrices, charts, graphs, spreadsheets, tables, and time lines) to improve information presentation and comprehension.
Conducts needs assessments (e.g., program, equipment, staff, etc.) to determine current and future needs, and to provide recommendations.
Researches, analyzes, interprets and reviews regulations, laws, policies and procedures applicable to program assignment to determine conflicts and ensure compliance.
Reviews research papers, analytical reports, programs and/or data trends to develop innovative approaches to problem solving and program evaluations, and to make recommendations.
May coordinate, direct and review the work of others, internal and/or external, in order to ensure that assigned tasks are completed accurately and in a timely manner.
Represents the Department on committees and task forces.
Acts as a liaison between the Department and other agencies or organizations to investigate and resolve problems, exchange information and/or address similar needs.
Initiates, develops and evaluates program proposals/needs to obtain required products, services and/or additional funding.
Develops and updates policies and procedures applicable to the assigned work unit.
Develops, plans, conducts and attends meetings, conferences, seminars and other events to exchange information and/or address needs and concerns.