BUSINESS OPERATIONS SPECIALIST

Arizona Department of Administration•Phoenix, AZ

1d•$49,000 - $51,000•Hybrid

About The Position

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Business Operations Specialist. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. 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

Principles and practices of operations/project and business management
Principles and techniques of application programming; mainframe and database programs
Database Management
Federal rules and regulations as it applies to federally funded programs (AHCCCS, service delivery, fraud, waste and abuse, auditing practices)
Lean principles and promoting process improvement.
State government purchasing system and practices.
Intermediate code and query writing using MS Access and SQL and other platforms to extract fiscal, statistical and service data for management of complex cost and data analysis, and end user reports
Advanced in MS Excel
Professional oral and written communication
Problem solving, conflict resolution, mediation and negotiations
Planning and time management
Researching, prioritizing, and following up on incoming issues and concerns.
Analyze and evaluate facilities/operations systems, deficiencies, strengths and situations,and apply corrective measures or best practices as appropriate
Extract data from a variety of systems
Organize, prioritize and multi-task while managing a very heavy workload, with shifting priorities
Handle confidential information with discretion
Builds relationships and collaborate effectively with stakeholders

Nice To Haves

Proven strong business leadership and management background, with demonstrated proficiency in utilizing complex coding and queries for MS Access, SQL and Report Builder, exhibiting extensive experience in producing complex statistical and fiscal data analysis.

Responsibilities

District liaison for providing technical support and direction on facilities related matters, which may include office moves,rebuilds, closures, etc. Maintain an up to date action list of all projects and time lines. Work collectively with DDD single point of contact (SPOC) regarding district facility needs.
Work through resolution provider authorization and/or provider service payment denials, which may include researching and putting in corrective action for any issues identified and elevated to the BOPS level. Provide authorization, billing and technical support to the Support Coordination and provider community as needed.
Manage district capital equipment by tracking and logging equipment and recommending replacement schedules as part of the budget process. Maintain up-to-date log of district equipment, including cell phones, projectors, copiers, vehicles, printers,etc. Coordinate and manage district infrastructure needs, working with District Management to identify needs; log and track approvals, procurement and costs of identified items.
Assume a share of the responsibility for processing regular district purchasing and supply request orders including: research state contracted vendors for best prices; obtain quotes when necessary; set up open & one time POs as necessary; send hard copy POs to requesting staff; follow up w/staff to ensure receipt of purchases; get copies of packing slips/invoices, etc.;complete receivers; maintain & update purchasing log.
Develop simple and edit moderately complex coding/queries using MS Access and SQL to customize and generate reports to pull service and fiscal data from various systems.
Produce and QA data integrity for ad hoc and production reports based on complex data analysis, research and fiscal trends, cost effectiveness, budget, personnel, services, facilities and operations.
Assist the Business Operations Manager in providing all fiscal and business management and direction for a large District.
Assist BOPS Manager in identifying provider billing issues based on contractual and service delivery requirements;completing prep work for post payment review process.
Perform as ACA approver for all District P.Card transactions. Maintain complete log of all P.Card users in District. Respond to audit requests for P.Card activity as identified and within the requirement deadline. Other purchasing related activities as needed, including creation of Claim Memo requests and justification. Provide backup purchasing support to the other Districts as needed.
Provide troubleshooting and problem solving for complex purchasing needs for the District, researching products and services, interacting with Agency and State procurement personnel ensuring needs are met timely. Report out on all district purchasing score card measurements.
Provide full backup support as needed to the District in absence of District Business Operations Manager and District Purchasing Specialist. Provide technical support and assistance to the field (staff and providers) on service authorizations,billing, software platforms, as needed.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities