FINANCE & OPERATIONS COORDINATOR

Arizona Department of Administration • Phoenix, AZ

21d • Hybrid

About The Position

The Arizona Commission on the Arts is seeking a Finance & Operations Coordinator to provide essential administrative and fiscal support for agency-wide operations. This role includes day-to-day office administration, facility maintenance coordination, and staff travel processing. The ideal candidate will have exceptional attention to detail, strong time-management skills, and a high technical aptitude for learning specialized state software platforms and databases. This is an entry-level position reporting to the Director of Finance and Operations.

Requirements

• Professional Judgment & Discretion: Ability to handle confidential financial and personnel information with sensitivity, exercise good judgment, and recognize when to seek guidance or escalate complex issues.
• Administrative & Clerical Knowledge: Working knowledge of standard office operations, recordkeeping, filing protocols, and document workflow management.
• Technical Software Proficiency: Experience using Microsoft Office Suite and Google Workspace, alongside a strong aptitude for learning complex software and databases.
• Time Management & Organization: Strong organizational skills with the ability to manage competing daily tasks, track project timelines, and meet deadlines.
• Communication & Service: Excellent active listening, written communication, and interpersonal skills to deliver responsive, respectful customer service to staff, vendors, and the public.
• Detail & Precision: Exceptional accuracy in inputting, reviewing, and maintaining records, financial entries, and sensitive documentation.
• Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment.

Nice To Haves

• Agency Procedures: Training on specific agency grant cycle closeouts, facility maintenance dispatch protocols, and onboarding credential distribution.
• State Financial Platforms: Technical training on navigating, entering data, and running queries within AZ360, InfoAdvantage, and agency-specific Salesforce modules.
• Government Fiscal Rules: Practical instruction on Arizona state agency operational structures, state/federal fiscal compliance rules, and Central Services Bureau (CSB) travel protocols.
• Public Services Accessibility: Guidance on applying accessibility best practices and ADA compliance standards within public agency workflows.

Responsibilities

• Provides administrative support for the timely distribution of grants, honoraria, accounts payable, state transfers, and accounts receivable transactions.
• Prepares and drafts claim form entries and attaches required documentation; inputs payment details into designated systems and routes claim forms to managers for approval and submission into the State accounting software, AZ360.
• Assists with routine payment tracking, including monitoring stop-payment requests and logging information needed to reissue expired or lost warrants.
• Enters and updates grantee/vendor profile data in AZ360, conducting vendor verifications and cross-checking data accuracy across W-9 forms, AZ360, and the agency’s Salesforce account profiles.
• Navigates and searches AZ360, to look up financial transactions, track workflow statuses, confirm in-process payment schedules, and review internal transfers, and accounts receivable records.
• Maintains system access certifications and completes required training for agency and State software platforms, including Salesforce, AZ360, and InfoAdvantage.
• Serves as a primary point of contact for routine constituent and staff inquiries regarding payment status and general fiscal operations questions.
• Drafts accounts receivable entries and processes routine cash receipt records to support billing, tracking, and collection workflows.
• Logs, tracks, and files documentation for incoming agency funds to maintain complete and audit-ready records.
• Coordinates routine staff travel logistics, including reserving flights, hotels, and rental vehicles; compiles travel agendas and submits required travel requests to managers for approval. Arranges, books, and coordinates all travel logistics for the Executive Director.
• Assists with updating and maintaining travel procedural documentation, serving as a resource to answer staff questions on standard travel guidelines and filing steps.
• Processes and tracks agency travel card transactions, verifying receipts and preparing statement reconciliations for supervisor review and authorization.
• Maintains accuracy in the travel database by entering staff reimbursement requests, updating Salesforce records, and submitting and tracking reimbursement payments in coordination with the State’s Central Services Bureau.
• Helps update and maintain the operational procedures manual and prepares onboarding materials for new employee orientations under the direction of the Deputy Director and HR Liaison.
• Serves as the primary contact for facilities and vendor requests, scheduling routine repairs, maintenance, and building services with state departments and external contractors.
• Assists the Grants Team from August to October by tracking, collecting, and organizing submitted Final Reports across grantmaking programs.
• Monitors day-to-day office workflows, providing feedback to management on potential process improvements and assisting staff with standard operational procedures.
• Coordinates the issuance and tracking of office keys, alarm codes, building badges, and related onboarding credentials.
• Performs routine office administration duties, including receiving, sorting, and distributing agency mail.
• Formats, updates, and distributes standard agency forms and templates for staff use.
• Responds to routine constituent inquiries, building working knowledge of agency programs, policies, and procedures to provide accurate information.
• Provides administrative and operational backup support across agency teams as needed.
• Performs other duties as assigned by supervisor.

Benefits

• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Life insurance and long-term disability insurance
• Vacation plus 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Sick leave
• Paid Parental Leave program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed