ARIZONA DEPARTMENT OF ADMINISTRATION

Delivering results that matter by providing best in class support services.

Division of Business and Finance (DBF)

This position is 100% in office

Address: 100 N 15th Avenue Suite 302 Phoenix AZ 85007

Salary: Up to $51394.00

Grade: 19

Open Until Filled

The Arizona Department of Administration (ADOA) Division of Business and Finance (DBF) is seeking a Fixed Asset Coordinator. This vital role involves meticulously managing all agency fixed assets encompassing their acquisition disposal tracking and reconciliation within systems like AZ360 and BarScan. Youll be instrumental in maintaining accurate asset records ensuring compliance with established policies and playing a key role in supporting agency-wide inventory and audit initiatives. This position requires close collaboration with divisional property coordinators to fulfill both non-capital and capital inventory requirements generate essential reports for audits and leadership and promptly respond to data requests. You will also lead annual audits and special projects guaranteeing accurate location data and timely communication of updates to relevant divisions.

• Maintain accurate and current fixed asset records for the agency. Record all asset acquisitions and disposals within AZ360 and Barscan. Attach all required backup documentation to transactions. Ensure that fixed asset records in all systems reflect accurate descriptions custodian assignments and locations
• Accurately record all disposal requests in both AZ360 and Barscan. Maintain detailed and traceable disposal records to support audit and reporting requirements. Conduct research and follow up with divisional property coordinators and division contacts to obtain necessary information for asset entries. Monitor and resolve inconsistencies or duplicate entries across systems
• Establish update or relabel asset location codes in Barscan AZ360 and other designated agency systems. Create new location codes when office spaces are added reconfigured or relocated to ensure each asset is assigned to the correct physical location
• Generate reports from AZ360 BarScan or other systems to support audits inventories and leadership requests. Respond to asset-related data requests quickly and accurately. Lead annual audits and special projects related to agency-wide asset management ensuring compliance with inventory requirements and asset tracking policies
• Work closely with divisional property coordinators and support teams to gather information and ensure data accuracy. Provide regular and ad hoc fixed asset reports to division coordinators and agency leadership. Ensure timely communication of updates or required actions to relevant divisions
• Provide administrative support as a back up to GAO front desk as needed.

Knowledge of:

• Demonstrated understanding of the AZ360 enterprise resource planning system particularly as it relates to fixed asset tracking inventory management and financial documentation within a state government environment
• Working knowledge of fixed asset policies outlined in the SAAM including guidelines for capitalization depreciation tagging transfers and disposal of state-owned assets to ensure compliance with state accounting and reporting standards

Skills in:

• Strong written communication skills to prepare accurate documentation reports emails and training materials
• Exceptional time management and prioritization abilities to handle multiple ongoing tasks and deadlines
• Strong collaboration skills to work cross-functionally across divisions
• Capable of working independently with minimal supervision while remaining highly productive

Ability to:

• Generate reports and analyze data using spreadsheets and reporting tools
• Build and maintain effective working relationships with internal staff divisional property coordinators leadership and external partners
• Establish and maintain filing systems track project milestones and ensure follow-through on outstanding items
• Set goals define timelines and manage resources effectively

• Two years of responsible administrative experience at or above the Administrative Assistant III level. This experience should be in fields such as personnel budget analysis purchasing accounting data processing or similar administrative services work
• A Masters degree in business or public administration from an accredited college or university can substitute for one year of the required experience

• 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:Drivers 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 programhere. 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 for assistance
• The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer