Finance & Operations Coordinator

The Finance & Operations Coordinator provides essential administrative and fiscal support for agency-wide operations including day-to-day office administration facility maintenance coordination and staff travel processing.

The ideal candidate for this entry-level position brings exceptional attention to detail strong time-management skills and a high technical aptitude for learning specialized state software platforms and databases.

This position reports to the Director of Finance and Operations.

Fiscal Operations:

Provides administrative support for the timely distribution of grants honoraria accounts payable state transfers and accounts receivable transactions

Prepares and drafts claim form entries and attaches required documentation; inputs payment details into designated systems and routes claim forms to managers for approval and submission into the State accounting software AZ360

Assists with routine payment tracking including monitoring stop-payment requests and logging information needed to reissue expired or lost warrants

Enters and updates grantee/vendor profile data in AZ360 conducting vendor verifications and cross-checking data accuracy across W-9 forms AZ360 and the agencys Salesforce account profiles

Navigates and searches AZ360 to look up financial transactions track workflow statuses confirm in-process payment schedules and review internal transfers and accounts receivable records

Maintains system access certifications and completes required training for agency and State software platforms including Salesforce AZ360 and InfoAdvantage

Serves as a primary point of contact for routine constituent and staff inquiries regarding payment status and general fiscal operations questions

Drafts accounts receivable entries and processes routine cash receipt records to support billing tracking and collection workflows

Logs tracks and files documentation for incoming agency funds to maintain complete and audit-ready records

Agency-Wide Travel:

Coordinates routine staff travel logistics including reserving flights hotels and rental vehicles; compiles travel agendas and submits required travel requests to managers for approval. Arranges books and coordinates all travel logistics for the Executive Director

Assists with updating and maintaining travel procedural documentation serving as a resource to answer staff questions on standard travel guidelines and filing steps

Processes and tracks agency travel card transactions verifying receipts and preparing statement reconciliations for supervisor review and authorization

Assists with updating and maintaining travel procedural documentation serving as a resource to answer staff questions on standard travel guidelines and filing steps

Maintains accuracy in the travel database by entering staff reimbursement requests updating Salesforce records and submitting and tracking reimbursement payments in coordination with the States Central Services Bureau

General Operations and Support:

Helps update and maintain the operational procedures manual and prepares onboarding materials for new employee orientations under the direction of the Deputy Director and HR Liaison

Serves as the primary contact for facilities and vendor requests scheduling routine repairs maintenance and building services with state departments and external contractors

Assists the Grants Team from August to October by tracking collecting and organizing submitted Final Reports across grantmaking programs

Monitors day-to-day office workflows providing feedback to management on potential process improvements and assisting staff with standard operational procedures

Coordinates the issuance and tracking of office keys alarm codes building badges and related onboarding credentials

Performs routine office administration duties including receiving sorting and distributing agency mail

Formats updates and distributes standard agency forms and templates for staff use

Other Duties:

Responds to routine constituent inquiries building working knowledge of agency programs policies and procedures to provide accurate information

Provides administrative and operational backup support across agency teams as needed

Performs other duties as assigned by supervisor

Essential Qualifications (Must Have)

Professional Judgment & Discretion: Ability to handle confidential financial and personnel information with sensitivity exercise good judgment and recognize when to seek guidance or escalate complex issues

Administrative & Clerical Knowledge: Working knowledge of standard office operations recordkeeping filing protocols and document workflow management

Technical Software Proficiency: Experience using Microsoft Office Suite and Google Workspace alongside a strong aptitude for learning complex software and databases

Time Management & Organization: Strong organizational skills with the ability to manage competing daily tasks track project timelines and meet deadlines

Communication & Service: Excellent active listening written communication and interpersonal skills to deliver responsive respectful customer service to staff vendors and the public

Detail & Precision: Exceptional accuracy in inputting reviewing and maintaining records financial entries and sensitive documentation

On-the-Job Training (Will Learn)

Agency Procedures: Training on specific agency grant cycle closeouts facility maintenance dispatch protocols and onboarding credential distribution

State Financial Platforms: Technical training on navigating entering data and running queries within AZ360 InfoAdvantage and agency-specific Salesforce modules

Government Fiscal Rules: Practical instruction on Arizona state agency operational structures state/federal fiscal compliance rules and Central Services Bureau (CSB) travel protocols

Public Services Accessibility: Guidance on applying accessibility best practices and ADA compliance standards within public agency workflows

Employees who drive on state business are subject to drivers license record checks must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R.12.)

Requires possession of and ability to retain a current valid state-issued drivers license appropriate to the assignment

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.

The State of Arizona offers a comprehensive benefits package to include:

Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance

Life insurance and long-term disability insurance

Vacation plus 10 paid holidays per year

Health and dental insurance

Retirement plan

Sick leave

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

Positions in this classification participate in the Arizona State Retirement System (ASRS)

Note that enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Kim McCreary at