FACILITIES AND SECURITY PROGRAM PROJECT SPECIALIST 1

Arizona Department of Administration•Phoenix, AZ

4d•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 (Google Sheets).
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.
Assisting with dynamic workspace layouts, cubicle adjustments, and furniture setups to optimize department workflow and accommodate staffing changes.
Partnering 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