Business Operations Specialist

Arizona Department of Administration•Phoenix, AZ

22h•Hybrid

About The Position

At the Department of Economic Security (DES), we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. The Department of Economic Security, Community and Services Division, is seeking an experienced and highly motivated professional to join our team as a Business Operations Specialist. This position will be responsible for work of considerable difficulty concerning the Division's business activities, including creating purchase requisitions, processing invoices, claim memos, payment vouchers, in-state and out-of-state travel requests, telecom and mobile device requests, fingerprinting invoices, facility reconfiguration, relocation, and furniture or build-out projects, and maintaining records for different business activities. The position assists in overseeing the use of Pcards and associated record keeping and reconciliation of financial transactions. It compiles data from Arizona Procurement Portal (APP) and other reports for analysis, identifies problems and proposes solutions for all aspects of business operations, and supports and advises the Business Operations Administrator on key business issues. The role also maintains Department standards and procedures, working across functions to facilitate internal communications, and ensures effective information flow regarding all aspects of work product and deliverables to business operations partners. This position may offer the ability to work remotely within Arizona based upon the department's needs and continual meetings of expected performance measures. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust, with many State employees participating in the State's Remote Work Program.

Requirements

Knowledge of principles and practices of administration with special reference to organization, project management, fiscal management, and budgetary control.
Knowledge of concepts of system processes, design, and controls within a complex automated financial reporting environment.
Knowledge of analytical and evaluative methods and techniques.
Knowledge of organizational techniques.
Knowledge of accounting and math techniques and research methods.
Knowledge of proactive approaches to problem solving with strong decision-making process.
Knowledge of administration of contracts.
Knowledge of Arizona Procurement Portal (APP) and Arizona Financial Information System (AFIS).
Skill in oral and written communication.
Skill in researching, prioritizing.
Skill in disseminating and interpreting operational policies and procedures.
Skill in managing projects.
Skill in conducting research and independently analyzing data and issues.
Skill in logical thinking and problem solving.
Skill in business process management, process improvement and resource management.
Skill in planning and time management.
Skill in using a variety of computer software packages (e.g., Excel, Word, databases, spreadsheets, Access, PowerPoint, Google Suite, etc.).
Ability to write and edit clear, concise and accurate documents and reports.
Ability to act on opportunities to improve quality, service and productivity.
Ability to take responsibility and ownership of successes and failures.
Ability to comprehend, analyze, interpret, and reconcile financial data.
Ability to prioritize conflicting needs.
Ability to handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Ability to learn and adopt new technological or process changes.
Ability to adhere to compliance with applicable rules and regulations.
Ability to handle confidential information with discretion.
Ability to demonstrate the highest level of colleague/customer service and response.
Possess and retain a current, valid class-appropriate driver’s license (if driving is an essential function).
Complete all required driver training and successfully pass all necessary driver’s license record checks (if driving is an essential function).
Maintain acceptable driving records (if driving is an essential function).
Maintain statutorily required liability insurance if operating a personally owned vehicle on state business (if driving is an essential function).
Successfully pass background and reference checks.
Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

Bachelor's degree from an accredited college or university in Business, Finance, Accounting, Management or closely related field and two (2) years of purchasing or related experience; OR four (4) years of purchasing or related experience.

Responsibilities

Create, amend, & close purchase requisitions, including gathering and reviewing information in State contracts & agreements.
Validate & reconcile receivers & invoices for payment; prepare claim memos & payment vouchers.
Verify & submit requests for telecom & mobile devices & other IT-related equipment.
Execute projects to define, develop & organize tasks involved in facility reconfiguration, relocation, & furniture & build-out projects.
Act as backup contact with the Department of Public Safety (DPS).
Assist in coordinating the review of weekly fingerprinting invoices received from DPS with all DES divisions and the Financial Services Administration to ensure timely payment.
Assist in overseeing the use of P-cards and associated recordkeeping and reconciliation of financial transactions.
Process requests for in-state and out-of-state travel according to guidelines outlined in the State of Arizona Accounting Manual (SAAM).
Maintain records of all transactions and reconcile monthly billing statement.
Identify and analyze issues and propose solutions to streamline processes in all aspects of Business Operations.
Provide recommendations for improvement in business workflows and processes.
Update policies and procedures.

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