PROGRAM PROJECT SPECIALIST 2

Arizona Department of Administration • Phoenix, AZ

8d • $0 - $25 • Onsite

About The Position

The DEPARTMENT OF EMERGENCY & MILITARY AFFAIRS (DEMA), led by the Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—Operations, Preparedness, and Financial Administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States Military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

Under the supervision of a Planner III, the Program Project Specialist 2 maintains accurate and auditable State and Federal Real Property Inventory records for CFMO. Duties include Real Property accountability, historical documentation review, physical inventories, database maintenance, FISP certification support, and reporting to CFMO, USPFO, and NGB. Monthly in-state travel and occasional out-of-state training are required.
Actively participates in promoting a continuous improvement of workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics.

Requirements

• Knowledge of Real Property accountability principles, methods, and regulatory requirements, including documentation standards.
• Knowledge of principles of facility, construction, and contract documentation.
• Knowledge of processes for managing Real Property electronic and paper files, including facility data systems and RP databases.
• Knowledge of techniques for analyzing and validating asset documentation and property records.
• Knowledge of practices of public administration relevant to Real Property management.
• Knowledge of Arizona National Guard facility structure and Arizona geography as they relate to site inspections.
• Skilled in using and navigating web-based Real Property information systems and databases.
• Skilled in reviewing and analyzing technical documentation for accuracy, completeness, and regulatory compliance.
• Skilled in prioritizing and tracking multiple tasks simultaneously in a high-volume workload environment.
• Skilled in conducting physical inventory inspections and documenting discrepancies.
• Skilled in preparing clear, accurate, and logically structured reports and memorandums.
• Skilled in presenting information effectively in both oral and written formats.
• Skilled in problem-solving and developing well-supported recommendations based on data and documentation review.
• Ability to apply policies, procedures, and regulatory standards to accurately update and maintain Real Property records.
• Ability to collect, interpret, and reconcile data from multiple sources to ensure inventory accuracy.
• Ability to plan, organize, and execute inventory cycles and documentation workflows.
• Ability to communicate effectively with internal and external stakeholders, including project managers and agency representatives.
• Ability to maintain effective working relationships and collaborate within a team environment.
• Ability to manage time effectively to meet deadlines and regulatory requirements.
• Ability to develop and refine procedures to improve Real Property accountability and program efficiency.
• Must be a U.S. citizen.
• Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining/maintaining a Secret clearance eligibility and Common Access Card (CAC) within one year of hire.

Nice To Haves

• Any combination of experience, education, and training that meets the knowledge, skills, and abilities.

Responsibilities

• Collect and analyze facility and construction documentation.
• Review for completeness and accuracy.
• Complete Real Property audit files.
• File reviewed/approved documentation into the Facility Information Folder (FIF).
• Make appropriate database adjustments to reflect current real property status.
• Plan, schedule, and coordinate site visits; map and order assets for review.
• Travel to in-state locations and verify Real Property Inventory.
• Develop a list of exceptions and generate documentation to reconcile differences between existing and collected data.
• File reviewed and approved documentation in the Facility Information Folder.
• Make necessary database adjustments.
• Work with the Program Project Specialist 2 and supervisor to establish goals, review metrics, and prioritize resources to meet NGB and Planning and Programming requirements.
• Plan, schedule, and coordinate site visit locations, map, and order assets for review.
• Conduct research on historical and other records pertaining to Real Property assets.
• Identify audit documentation shortfalls.
• Generate documentation based on research for approval and signature.
• File reviewed and approved documentation in the Facility Information Folder and coordinate with Environmental regarding culturally significant assets and sites.
• Make database adjustments, as necessary.
• Assist project managers with the proper preparation of Real Property documents.
• Review documentation required to complete Real Property records for new assets.
• Track Real Property actions by project.
• Develop and deliver PRIDE Web and Real Property training to internal and external departments as needed.
• Prepare analysis and reports.
• Other duties as assigned as related to the position.

Benefits

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

What This Job Offers

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