ARIZONA DEPARTMENT OF ADMINISTRATION

Division of Business and Finance (DBF)

Main Office Location: 100 N. 15th Ave Phoenix, AZ 85007

Salary: Up to $60,000 

Grade: 21

Open Until Filled

The Arizona Department of Administration (ADOA), Division of Business and Finance (DBF) is seeking a detail-oriented and experienced Administrative Services Officer II to join our team. In this critical role, you will be the linchpin of our financial operations, expertly managing and monitoring budget allocations and expenditures for DBF and other ADOA units. Your expertise in SAAM policies, procurement code, contract agreements, and general accounting practices will be essential in ensuring compliance and providing accurate budget updates to leadership. You will collaborate closely with the ADOA Budget Office to refine budget strategies, while also overseeing the intricacies of purchase orders, contracts, and payment processing. Your analytical skills will be put to use as you generate ad hoc reports on orders, invoices, encumbrances, and budget balances, providing valuable insights to support informed decision-making. Beyond financial management, you'll also play a supportive role in personnel management alongside the Support Services Manager and contribute to the smooth operation of GAO front desk duties. If you are a proactive and organized professional with a passion for public service, we encourage you to apply and contribute to the financial health and efficiency of ADOA.

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.

• Complex Administrative Support: Provide comprehensive administrative support for the General Accounting Office, Division, and ADOA, encompassing task management, ad hoc reporting, and communications
• Financial Processing & Problem Solving: Execute financial tasks, process transactions, and resolve related issues to support the Division of Business and Finance management team
• Unit Collaboration: Collaborate with unit supervisors to coordinate administrative functions, support services, and customer service
• Policy Communication: Communicate operational policies and procedures effectively to division staff
• Financial System Management: Process financial tasks within the Arizona Procurement Portal and AZ360 Financial System, including purchase requests, budget availability verification, and expenditure coding approval
• Financial Document Creation & Management: Create receipts, prepare invoices for payment, and design/manage business and financial reports (expenditure logs, purchase order tracking, budget forecasts, accounts receivables/payables)
• P-Card and CT-Card Administration: Manage departmental P-Card and CT-Card policies and functions, including processing payments, travel, and reimbursements
• Travel Arrangements: Independently arrange travel accommodations, resolve calendaring conflicts, and ensure compliance with department and agency travel policies
• Professional Development Coordination: Organize in-state and out-of-state travel for division staff and collaborate with leadership to plan professional development and training
• Front Desk Administration: Perform front desk administrative duties, including interacting with agencies and overseeing the daily warrant control auditing process for statewide enterprise vendor warrants
• Onboarding/Offboarding Management: Maintain and complete all reporting, documentation, and work related to employee onboarding and offboarding (badge access, Service Now tickets, record-keeping)
• SOP Adherence: Adhere to all standard operating procedures to ensure accuracy and consistency
• Record Management Collaboration: Collaborate with support teams to promote efficient and precise record management

Knowledge of:

• Federal, state, and local laws, policies, and practices pertinent to the area of specialization
• The organizational structure of the Arizona Department of Administration (ADOA) and the State of Arizona
• Reconciliation processes used by the agency to ensure all agency reports are reconciled with AZ360 and understanding of the hierarchy of funding codes contained within the accounting system and the flow of the information through the system from initial input to payment and reporting
• Business arithmetic, including percentages and decimals
• Proper English grammar, composition, spelling, and punctuation

Skills in:

• Advanced computer skills and demonstrated experience with software and email applications including Google Workspace (Gmail, Drive, Docs, Sheets, Calendar, Meets) and Microsoft Office (Word, Excel, Access, Visio), AZ360 Financial, Arizona Procurement Portal Statewide System
• Active listening and communication skills
• Organizational and time management skills
• Critical thinking, problem-solving, and analytical skills
• Organization and accomplishment, in analysis, interpretation and communication of financial data, in spreadsheet and database development, in oral and written communication, in problem-solving techniques, and in imparting information

Ability to:

• Ability to plan and organize complex administrative tasks in accordance with policies and procedures
• Ability to prioritize, multi-task, set goals and expectations, and meet deadlines; effectively communicating variance to deadlines or expectations, when necessary
• Ability to successfully manage multiple priorities, varying responsibilities, deadlines, and frequent interruptions in a dynamic and evolving environment
• Ability to establish and maintain working relationships with state personnel of varying capacities, including executives, elected officials, and legislators, and work effectively as part of a team
  

• Two or more years of experience providing a state agency financial and administrative support

• Background and reference check, including a criminal records verification

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Administration offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• 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
  

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Participation in ASRS Lifetime Benefit Pension Plan after 26 weeks of employment

• If you have any questions please feel free to contact Christopher Langseth at christopher.langseth@azdoa.gov for assistance
• The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer