Aviation Branch Office Manager

Arizona Department of Administration•Phoenix, AZ

1d•Hybrid

About The Position

The Arizona Game and Fish Department is seeking an Aviation Branch Office Manager to serve as the organizational engine of our Field Operations Aviation section. This role leverages mastery of budgeting, procurement, and logistics to directly support flight crews and hangar operations. The position requires an organized individual who thrives under minimal supervision and wants to channel elite administrative talents into a thrilling aviation environment that protects Arizona’s wildlife. As the Aviation Branch Office Manager, you are the operational backbone of the Arizona Game and Fish Department’s Aviation section. Working directly with the Chief Pilot, your financial precision and administrative leadership ensure our aircraft stay in the sky to protect Arizona's diverse wildlife and vast natural habitats. Every budget you balance, purchase order you clear, and compliance report you finalize directly impacts the safety and efficiency of our flight missions. You do not just manage paperwork; you empower our pilots to carry out critical conservation and law enforcement missions across the state.

Requirements

Knowledge in Department Operations Manual, policies and procedures and their application.
Knowledge in operating procedures, programs and regulations pertaining to the Aviation Section.
Knowledge in data gathering and summarization methods and techniques.
Knowledge in report preparation.
Knowledge in project management.
Knowledge in customer service principles and techniques.
Basic knowledge of office equipment and maintenance.
General awareness of Federal Aviation Administration (FAA) documentation frameworks and hangar safety standards.
Skills in a full range of complex administrative functions of a responsible and confidential nature.
Excellent oral and written communication skills.
Skills in working with people.
Skills in use of office equipment, copier, fax, scanner and telephone.
Skills in application of computer software such as word processing, spreadsheet, database and email programs.
Skills in working independently and under indirect and direct supervision.
Problem solving skills.
Filing and cross referencing skills.
Ability to manage and balance varied administrative functions.
Ability to gather and summarize data.
Ability to compose reports.
Ability to exercise a high degree of discretion and independent judgment.
Ability to analyze and resolve routine problems.
Ability to communicate administrator's instructions.
Ability to schedule meetings including appropriate preparation and follow-up.
Ability to interact with other administrative departments or outside representative.
Ability to work closely with others.
Ability to delegate to and supervise the work of others.
Must have a driver's license.
Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Knowledge of aviation terminology.
Understanding of aviation operations.

Responsibilities

Provides direct administrative support for the Field Operations Aviation section working directly with the Chief Pilot and staff.
Directs and participates in administrative and business management functions including procurement, accounts payable, and budgets for the aviation section.
Responsible for materials receiving, developing operating procedures, preparing technical reports and assisting the Chief pilot in formulating and implementing policies and procedures relative to fiscal services and other general business activities for the Aviation division.
Reviews and assists with input and auditing of various reporting metrics.
Inputs, tracks and codes purchasing requisitions.
Processes invoices and change orders as needed.
Assists in the preparation of budgets and budget transfers.
Prints and reviews aviation budget reports.
Obtains quotes in compliance with State Procurement Laws.
Enters fuel receipts into the aviation fuel tracking log, receives fuel invoices from the fuel card vendor, audits and reconciles the monthly fuel usage and billing and provides reporting.
Serves as the Aviation sections record retention representative and assists the Chief Pilot in formulating and implementing policies and procedures relative to fiscal services and other general business activities.
Responsible for all aspects of procurement, accounts payable and budgets.
Conducts research, develops and prepares spreadsheets.
Enters information into aviation data spreadsheets.
Maintains and updates Aviation Section files.
Responsible for electronic materials receiving, developing operating procedures, plans, manuals and technical reports.
Prepares budget transfers.
Orders, tracks and distributes office and hangar supplies to support aviation staff.
Assists vendors with delivery of large shipments.
Receives mail and shipment and distributes accordingly.
Acts as the Aviation Sections Property Manager by conducting proper inventory procedures and paperwork.
Manages and oversees office equipment, building maintenance and repairs.
Works with vendors on scheduling services as needed.
Answers phone calls, redirects calls and takes messages.
Assists and provides customer service to internal and external customers by phone, email and in person.
Coordinates section activities and is responsible for building and ground maintenance repair and maintenance.
Maintains and tracks inventory.
Directs accounting and bookkeeping operations and the preparation of financial statements and statistical reports.
Reconciles monthly P-Card and Ghost Card statements.
Reviews and processes travel claims and submits claims to payroll.
Prepares out-of-state travel forms for staff when necessary.
Makes travel arrangements for pilots.
Assists in design, revision, consolidation, updates and maintains forms and procedures affecting aviation staff.
Assists in the preparation of Federal Aviation Administration (FAA) documents.
Inspects office and hangar fire extinguishers for monthly compliance.
Represents the section with the Department's Administrative Support Team (AST) and instructs and trains personnel on business related processes.
Attends meetings, seminars and aviation and or administrative training related to the Aviation Section's mission.
Other duties as assigned.

Benefits

13 days’ of vacation
12 sick days
10 paid holidays
Participation in the nationally recognized Arizona State Retirement System
Superior health care options
Vision care, dental care, pharmacy benefits, and flexible spending account (options available)
Life, long-term disability, and short-term disability insurance options are available
Many more benefit programs are available
Option of a full-time or part-time remote work schedule
Paid Parental Leave program