Finance, Executive Assistant

Arizona Department of Administration • Phoenix, AZ

7h • Hybrid

About The Position

The Arizona Department of Education is seeking an Executive Assistant for its Finance Division in Phoenix. This role provides comprehensive administrative, operational, and financial support directly to the Chief Financial Officer (CFO) and the Finance Division leadership. The position involves rare in-state travel and operates within a hybrid work environment, allowing up to two days of remote work, contingent upon business needs. Candidates must be willing to work in-office up to five days per week as required.

Requirements

• Knowledge in executive calendaring and meeting coordination
• Knowledge in budgeting and expenditure tracking principles
• Knowledge in budgeting and strategic planning processes
• Knowledge in procurement and purchasing card processes
• Knowledge in records management and document retention
• Skills in calendar management and scheduling
• Skills in report preparation and data analysis
• Skills in written and verbal communication
• Skills in organization and records management
• Skills in travel coordination and reimbursement processing
• Skills in customer service and stakeholder support
• Skills in Microsoft Office and financial systems
• Intermediate to advanced skill in using Microsoft Outlook, Word, and Excel
• Ability to manage multiple priorities and deadlines
• Ability to maintain confidentiality and discretion
• Ability to coordinate complex meetings and logistics
• Ability to analyze and interpret operational data
• Ability to work independently with minimal supervision
• Ability to collaborate effectively across organizational levels
• Ability to exercise sound judgment and attention to detail
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• A Bachelor's degree in Business Administration, Public Administration, Finance, Accounting, Management, or a related field
• Advanced knowledge of Arizona state administrative and financial systems, including AZ360/Arizona Financial Information System (AFIS), Human Resources Information System (HRIS), and other enterprise business applications
• Experience supporting executive-level leadership, budget administration, strategic planning, financial reporting, and administrative operations in a government or public-sector

Responsibilities

• Manages and maintains the CFO's calendar, coordinating meetings and events for Finance leadership, arranging travel and conference logistics, processing travel reimbursements, and supporting directors and division staff with scheduling and administrative needs.
• Coordinates recruitment activities by pre-screening candidates, scheduling interviews, and facilitating onboarding processes, including granting and maintaining access to Finance systems, shared files, and applications for new hires and transferees.
• Prepares, collects, analyzes, and maintains operational, budgetary, workforce (FTE), and other management reports to support Finance Division decision-making and accountability.
• Monitors and reviews purchasing card transactions, tracking travel card compliance, coordinating procurement activities, reconciling expenditures, maintaining equipment inventories, and supporting budget-related processes, including activity code creation and management.
• Organizes and maintains financial, contractual, and administrative records, including Grant Award Notifications and Inter-Agency Service Agreements, while assisting with special projects and research initiatives as assigned.
• Performs general office and customer service functions, including greeting visitors, managing incoming communications, distributing correspondence, ordering office supplies, coordinating activities with internal and external stakeholders, providing administrative support to Finance leadership, and serving as a liaison across agency departments.
• Supports departmental engagement activities and special events as needed.
• Assists with agency strategic planning and budget processes by maintaining and updating the agency Strategic Plan within the Arizona Budget System, compiling and submitting required information in collaboration with the CFO, Budget Team, and Finance leadership, and providing administrative and operational support for strategic planning initiatives and annual budget submissions.

Benefits

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• Ten paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Deferred compensation plan
• Wellness plans

What This Job Offers

• Job Type: Full-time
• Career Level: Executive