POSITION CONTROL SPECIALIST

Arizona Department of Administration • Phoenix, AZ

1d • $70,000 - $70,000 • Hybrid

About The Position

The Position Control Specialist performed professional level program coordination work in support of the Budget team specific to core processes associated with position control such as tracking and control, budget alignment, approval processes, and organizational structure. This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures. The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Requirements

• 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.S.), training, coursework, and work experience relevant to the assignment.
• Minimum of three (3) years of experience in human resources, finance, or an administrative role with a focus on position control, workforce planning, or data management
• Minimum of one (1) program or project coordinator experience
• Strong understanding of financial principles, accounting standards, and regulatory reporting requirements.
• Knowledge of human resources/personnel principles and practices
• Knowledge of Federal and State laws, statutes, regulations, rules, policies and procedures, such as Arizona State Personnel System Rules and department policies and procedures.
• Knowledge of agency policies, organization, structure, plans and operations
• Effective verbal, written, and listening communication skills
• Effective organization and time management skills with the ability to make measurable progress on multiple assignment and projects simultaneously and work in high-pressure situations
• Effective interpersonal skills and demeanor
• Effective in the skill of synthesizing feedback and adjusting accordingly
• Advanced in the use of a PC in a Windows environment; in the use of the Internet; in the use of MS Office Applications such as Advanced Excel, Word PowerPoint; and in the use of Google Suite applications such as Gmail, Sheets (Advanced), Docs, and Drive.
• Proficient in the use of Human Resources Information Systems (HRIS) such as CGI, Finance systems such as CGI, or Enterprise Resource Planning (ERP) systems such as CGI
• Ability to clear a comprehensive background and clearance process that includes an Arizona tax compliance verification, and a criminal background check through the FBI via level one fingerprint clearance through the Arizona Department of Public Safety
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner
• Ability to learn LEAN concepts, principles and tool
• Ability to understand and solve problems by applying intermediate analytical skills to include collecting all the relevant information and data needed to address the problem; organizing, classifying and synthesizing the data into fundamental issues; from the information, identifying the most probable causes of the problem; reducing the information down into manageable components; identifying the logical outcomes from the analyses of the data collected; and, identifying the options and solutions for addressing the problems analyzed.
• Willingness and ability to embody ADOR’s core values of Do the Right Thing, Commit to Excellence, and Care About One Another

Nice To Haves

• Bachelor’s degree in Business Administration, Human Resources, Finance, or a related field.
• Experience with AZ360 HRM, Human Resources Information Systems (HRIS) or Enterprise Resource Planning (ERP) systems
• Previous experience with continuous improvement/Lean

Responsibilities

• Monitors the number of authorized positions (headcount) versus filled and vacant positions
• Performs weekly audits of HRM data vs received and processed Personnel Actions to ensure data integrity
• Ensures alignment of employee and position transactions in AZ360 HRM
• Serves as the primary liaison between Human Resources and Budget to manage the organizational structure and funding alignment
• Ensures all established positions are properly funded and align with the approved budget
• Running HRM reports and prepare monthly FTE report
• Performing weekly validation of position budgets and associated fund sources
• Creating and routing all data upload (UPDOC) files in the HRIS (AZ360 HRM)
• Entering all funding changes (LDPR) in to HRIS
• Manages the workflow for creating new positions, modifying existing ones, or eliminating unnecessary roles
• Reviewing and approving position transactions through HRM
• Collaboration and validation of Budget Tracking logs and files
• Preparing required process flows and standard work documentation to ensure alignment of Budget and HR requirements
• Maintains the integrity of the organizational chart and reporting structures
• Prepares monthly organizational charts
• Maintains the financial chart of accounts and the the LDPR chart of accounts to ensure alignment of financial and organizational structure
• Remains current on all laws, regulations, policies, and best practices through regular engagement in activities such as: self-directed research, conferring with other practitioners and technical experts; subscriptions to regulatory/legal/industry newsletters and briefs; membership industry associations and attendance at meetings/events; and or participation in training and others continuing education opportunities.
• Actively contributes to team and individual effectiveness through the following: Attends staff meetings and huddles of work unit or district; and may cascade and track information as indicated, Completes all required training in a timely manner., Participates in assigned work teams as appropriate., May complete periodic metrics, projects, huddle boards and reports as requested., Prepares for and actively participates in 1:1 coaching with supervisor
• Maximizes work processes and deliverables through lean principles within the Arizona Management System (AMS); and provides recommendations for process improvement, and engages in continuous improvement efforts as assigned.

Benefits

• Paid time off for holidays, sick days, annual leave, military leave, bereavement leave, and civic duty leave
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• A robust and affordable insurance plan that includes medical, dental, vision, life insurance, short-term, and long-term disability options.
• Higher education discounts for State employees and tuition reimbursement up to $5,250 per fiscal year, available to seek further career advancement or certification in Continuing Professional Education.
• Work-life balance and additional options for life betterment such as the Infant at Work Program, State Wellness Program, Public Transit Discounts, Alternate Work Schedules, and Telework opportunities.
• Top ranked Arizona State Retirement System (ASRS) provides 100% employer matched contributions (enrollment eligibility will be effective after 27 weeks of State employment). ASRS provides a lifelong benefit based on years of service earned, or worked, and your ending salary.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees