Facilities And Security Program Project Specialist 1

Arizona Department of Administration • Phoenix, AZ

2d • Onsite

About The Position

The Program Project Specialist 1 is a dynamic, detail-oriented role that ensures ADOR’s facilities remain resilient, data-driven, and secure. This position balances proactive project coordination with essential, day-to-day operational support. The ideal candidate will possess strong organizational skills, a collaborative mindset, and the ability to pivot between strategic planning—such as emergency preparedness testing—and routine security onboarding tasks. As a key support mechanism for the Facilities team, this role directly impacts the department's operational readiness, the onboarding experience of new agency personnel, and office layout optimization. This position requires a full time in office presence at the Department of Revenue Phoenix office, 1600 W Monroe St.

Requirements

• Knowledge of Continuity of Operations Plan (COOP) principles, emergency management strategies, and state compliance guidelines.
• Strict understanding of confidentiality protocols, data-security measures, and the handling of Personally Identifiable Information (PII) and biometric data.
• Familiarity with Department of Public Safety (DPS) regulations and statutory rules governing background checks and digital fingerprinting.
• Understanding of Key Performance Indicators (KPIs) and visual management concepts (e.g., lean huddle boards).
• Advanced user skills in Google Workspace, specifically Google Sheets (for metric tracking/data maintenance) and Google Docs (for plan updates and report drafting).
• Microsoft Excel and Word would be easily translatable to the Google Workspace, as well.
• Skill in organizing group exercises (like table-top simulations) and brief operational meetings (huddle boards).
• Strong interpersonal skills to provide a professional, welcoming onboarding experience for new hires, contractors, and visitors.
• High precision in tracking data, maintaining databases, and drafting detailed post-exercise summary reports.
• Excellent time management and coordination skills to partner with other Facilities members to align fingerprinting schedules to the needs of the organization (e.g., New Hire Orientation, fingerprinting).
• The ability to pivot quickly and seamlessly between high-level strategic planning (COOP testing) and routine, detail-oriented administrative tasks (badging/fingerprinting).
• The ability to maintain perfect accuracy when entering security data, updating metrics, and verifying credentials.
• The ability to learn how to operate specialized hardware and software, including digital fingerprint scanners and identity badge printers/encoders.
• The ability to learn and follow security protocols and database integrity within badge-processing systems.
• The ability to safely lift, transport, and maneuver heavy office furniture, equipment, and supplies during physical relocations.
• The ability to work effectively across multiple agency divisions, HR, and external stakeholders to achieve departmental goals.
• The ability to handle sensitive personal data ethically, maintaining a secure chain of custody without exception.

Nice To Haves

• Any combination that meets the knowledge, skills and abilities (KSA); typical ways KSAs are obtained may include but are not limited to: a relevant degree from an accredited college or university such as Bachelor’s Degree (e.g., B.A.), training, coursework, and work experience relevant to the assignment
• Google Guru or other Google Workspace certification
• Valid Arizona Drivers License

Responsibilities

• Coordinate the comprehensive annual review and updating of the ADOR Continuity of Operations Plan (COOP), ensuring all division contacts, protocols, and resource lists remain accurate and compliant with state guidelines.
• Assist in managing the COOP deployment strategy, ensuring key stakeholders across the agency are educated on their roles during an emergency or disruption.
• Plan, schedule, and facilitate annual table-top testing exercises. Document outcomes, identify gaps in response capabilities, and draft post-exercise reports to continuously improve agency preparedness.
• Work closely with the Facilities Administrator to identify, define, and develop key performance indicators (KPIs) that accurately reflect the health and efficiency of Facilities and Maintenance operations.
• Gather, track, and update data weekly to populate the team’s visual management/huddle board.
• Ensure the huddle board is accurate and audit-ready before the weekly team meeting, highlighting trends and areas requiring immediate attention to drive continuous improvement.
• Oversee and assist in the physical production, printing, and encoding of official agency identification and access control badges for employees, contractors, and visitors.
• Maintain the integrity of the badge access control system by accurately entering user data, modifying access permissions as authorized, and troubleshooting minor hardware/software issues.
• Provide professional, customer-focused service to personnel during the badging process, ensuring compliance with agency security protocols.
• Guide new hires through the background check process by operating digital fingerprint-scanning equipment in accordance with the Department of Public Safety (DPS) and applicable statutory regulations.
• Maintain strict confidentiality and adhere to rigorous data-security protocols when handling sensitive personal identifiable information (PII).
• Coordinate with HR to efficiently schedule fingerprinting sessions, ensuring onboarding timelines are met, and track submissions for status updates.
• Assist with dynamic workspace layouts, cubicle adjustments, and furniture setups to optimize department workflow and accommodate staffing changes.
• Partner collaboratively with other team members to safely lift, transport, and maneuver heavy office and building equipment, materials, and supplies in compliance with safety protocols.

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
• 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
• Tuition Reimbursement
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities

What This Job Offers

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