Administrative Services Officer 4
Administrative Services Officer 4
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Job Description
ARIZONA DEPARTMENT OF ADMINISTRATION
Delivering results that matter by providing best in class support services.
Administrative Services Officer 4
Directors Office Financial Planning and Analysis Unit
This position may offer the ability to work remotely within Arizona based upon the departments business needs and continual meeting of expected performance measures
Main Office Location: 100 North 15th Avenue Phoenix AZ 85007
Salary: $70000 to $80000 (DOE)
Grade: 23
Open Until Filled
The Arizona Department of Administration (ADOA) Directors Office Financial Planning and Analysis Unit is seeking an experienced and highly motivated individual for the position of Administrative Services Officer 4. This pivotal role is responsible for the comprehensive oversight of the day-to-day administrative services within the Financial Planning & Analysis team. The successful candidate will provide regular support to the Directors Office and frequent support to all other ADOA divisions. Key responsibilities include critical operations-related functions contract and inventory management workforce planning and general business management. This position will regularly collaborate with team leadership central budget staff procurement officers and accounting staff to strategically address purchasing needs budget priorities and overall financial positioning.
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.
- Financial Planning Tracking and Reporting - Track and forecast revenues expenditures encumbrances and budget capacity. Prepare and reconcile financial reports and projections with central budget/accounting. Coordinate billing monitor accounts track expenditures and revenues. Support division billing and collection efforts for services. Assist in the creation and maintenance of Chart of Accounts (COAs). Monitor financial activity for accuracy resolve discrepancies.
- Procurement and Purchasing Oversight - Provide primary division review and approval of all purchasing. Coordinate with accounting on purchase orders receipts and invoice payments. Reconcile and approve division purchasing card activity. Manage vendor agreements and equipment/software life cycles.
- Operational and Administrative Support - Coordinate business operations including workforce planning and inventory tracking. Manage Interagency Service Agreements (ISAs): track status deadlines compliance and financial execution. Own and manage shared team inbox: triage messages track follow-ups. Maintain and update shared team calendar and project management systems (e.g. Asana).
- Stakeholder Coordination and Communication - Confer with division leaders and facilitate communications across internal teams (budget HR procurement). Serve as primary contact for external customers and project stakeholders. Collaborate with internal stakeholders to gather documentation and maintain ISA and financial records.
- Policy and Procedure Development Draft - revise and implement administrative policies and procedures in alignment with ADOA guidelines Arizona Revised Statutes and applicable regulations. Assist division leadership in interpreting and applying policy directives and administrative rules. Collaborate with internal departments and external agencies to gather input and ensure policy clarity and accuracy.
Knowledge of:
- Fiscal management
- Budgetary control
- AZ360
- State Procurement System
- State laws
- ADOA policies and procedures
- Budget process
- Project management
- Spreadsheets
Skills in:
- Detail-oriented
- Organizational skills
- Time management skills
- Verbal and written communication skills
- Interpersonal relationship skills
- Data analysis skills
Ability to:
- Work with people of diverse backgrounds
- Adapt to changes in work priorities and processes
- Communicate complex financial information
- Handle sensitive materials appropriately
- Education: A bachelors degree from an accredited college or university in accounting finance business administration public administration or a closely related field. Equivalent professional experience may be considered in lieu of a degree.
- Experience: A minimum of four years of progressively responsible experience in areas such as accounting financial analysis budget planning formulation execution and reporting. This experience should demonstrate the ability to independently manage financial and administrative activities interpret and apply fiscal policies and support high-level administrative functions within a government or large organizational setting.
- 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
Required Experience:
Unclear Seniority
Employment Type
Full-Time
