DEPT OF TRANSPORTATION

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Address: 5150-NORTHCENTRAL DISTRICT WIDE MAINTENANCE
1959 S. Woodland Village Blvd
Flagstaff AZ 86001

Salary: $42190.00 - $52190.00
Anticipated Salary:47190.00

Grade: 17

Closing Date: June 6th 2025

Under general supervision this position is responsible for performing a wide variety of administrative procurement financial and communication functions of moderate difficulty between the Northcentral District and other State organizations and vendors. This position serves as support staff to the District Management Analyst District Superintendents District Maintenance Supervisors and crew members.

Position is primarily responsible for purchasing materials equipment and services accounting data processing payroll inventory safety operation and maintenance budgets. Coordinates activities and administrative matters between multiple units of one or more programs. Answers questions and solving problems. Overtime may apply during inclement weather. Work multi line phones and two-way radio dispatch during winter months on weekends nights and holidays. Occasional travel and overnight stay. Responsible for maintaining a high level of confidentiality.

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 States 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.

Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services determines appropriate distribution amounts with limited authority tracks expenditures codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws rules regulations and policies.

Provide administrative support to the District Management Analyst. Items such as research manpower and operational planning prepares activity & operational reports & special projects. Participates in process improvement activities such as identifying potential gaps in processes recommending solutions to gain efficienciesreduce cost and increase customer service. Interprets agency rules & regulations. Investigates customer or vendor concerns resolves problems or refers problems to the Supervisor.

Answers phones greets customers enters time sheets processes and distributes mail coordinates payroll hours with PeCoS for accuracy. Performs specialized research and budget estimating for Unit Supervisor and Analyst. Prepares reports for a variety of activities and operational functions. Assists Analyst with fiscal expenditures and identifying trends for future budget preparation. Use of a state vehicle in the course of job duties. Assists in researching compliance with contracts laws and rules.

Attends meetings training and workshops. Works the Northcentral Snow Desk during the winter months as required working dispatch to communicate roadway weather conditions and incidents to the appropriate departments (DPS & TOC) for daily coverage. Utilizes AZ511 as needed to document roadway conditions during Snow Desk coverage. Provides basic assistance with coordinating recruitment and staffing. Responsible for maintaining the highest level of confidentiality.

Other duties as assigned as related to the position.

Knowledge:
*Principles and practices of administrative processes (including but not limited to; business math accounting principles andpractices and English/grammar).
*Agency rules regulations & operation procedures. Procurement & office procedures PeCoS reporting & coding inventory monitoring & customer relations.
*Arizona Procurement Portal (including but not limited to; online research to obtain contractual information vendor price minimum quantities delivery information etc.).
*Enter purchase requisitions & receivers into the system to initiate purchase or payment and modify documents asneeded.
*Budgeting and accounting principles. Computer systems and associated business office software scheduling and organizing communications incident management and customer service.

Skills:
*Professional oral and written communication. Time management establishing priorities and development of tracking metrics.
*Business software such as email word processing spreadsheets database graphics scheduling organizing and communications preferably in Google or Microsoft applications etc.
*Research and problem solving techniques. Maintaining a high level of confidentiality.
*Establish and maintain effective cooperative relationships with other staff members vendors crew and the general public asnecessary to conduct work.
*Considerable self-initiative and the ability to work in a team environment.

Ability:
*Comprehend and follow directions. Work under pressure and in a stressful and changing environment.
*Be flexible adapt plan coordinate analyze multiple tasks and establish priorities to perform multiple tasks.
*Develop effective operating procedures.
*Communicate and express ideas and information effectively both verbally and in writing.
*Work independently and on a team. Treat all customers fairly and equitably regardless of need.
* Maintain a high level of confidentiality.
* Establish good working relationships with vendors crew other staff members and the general public.

3 years experience as an Administrative Assistant 1; or
2 years experience as an Administrative Assistant 2; or
equivalent administrative office experience; or
Bachelors degree in Business Accounting or equivalent
Google Suite experience PECOS APP HRIS and MS Office Suite

This position requires driving or the use of a vehicle as an essential function of the job and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current valid class-appropriate drivers license complete all required training and successfully pass all necessary drivers license record checks. The license must be current unexpired and neither revoked nor suspended. Employees who drive on state business are subject to drivers license record checks must maintain acceptable driving records and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R.11).

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

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

Mandatory participation in the Arizona Retirement System (ASRS) is required.

For questions about this career opportunity please contact ADOT Human Resources Recruitment via email at or phone call at option 2.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling option 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.