ADMINISTRATIVE SERVICES OFFICER 2

Address: Business and Finance Unit
1100 W. Washington St. Phoenix, AZ 85007

Salary: $60K-$65K

Grade: 21

Closing Date: Open Until filled

The Mission Partners Division is looking for a proactive and meticulous Administrative Services Officer 2 (ASO2) who will utilize our state systems for developing and participating in a variety of administrative and business management functions.. Reporting to the Accounts Payable Manager, the ASO2 serves as a vital member of the Purchasing team and works in conjunction with the broader Business & Finance Section.

Key Responsibilities:
● Perform administrative tasks to support program management across major Agency Divisions.
● Engage in diverse business management functions as part of the Purchasing team.
● Leverage the Agency’s financial, procurement, and budget planning systems.

● Facilitates training activities.

• Ensure all work products meet high standards of accuracy and quality.
  ● Consistently hit established deadlines.

This position is available for remote work on a full-time basis within Arizona (including virtual office arrangements).

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.

Fiscal & Procurement Operations
● Analyze and process purchase related requests; manage encumbrances, budget and other related division fiscal/business requests.
● Follow state and agency policies for all applicable purchase requests, including credit card use.
● Utilize the procurement system for review and entry of all requisitions, including contract determination.
● Utilize the planning and financial systems for review, planning, performance and entry of all budgets, including funding codes and sources.
● Analyze and ensure invoices are moved forward for payment.
● Work with Suppliers and/or program staff to ensure the agency receives timely and accurate invoices, including p-card/ghost card transaction management.

Process Management & Quality Control
● Ensure that the quality of work is acceptable, accurate, and meets standards.
● Ensure all deadlines are consistently met.

● Assist with standard work management.

Team Support & Development
● Assist in training new and existing team members.
● Problem solving related to position activities, including addressing issues timely and creating courses of action for long-term solutions.

General Compliance
● Maintain current knowledge of Agency and State-wide policies and training.
● Perform other duties as assigned (typically 5% - 10%).

KNOWLEDGE

Comprehensive understanding of:

• Business and environmental issues relevant to Arizona.
  ● Accounting principles and practices.
  ● Generally Accepted Accounting Principles (GAAP).
  ● State government and department organizational structure
  ● Internal control structures, and fiscal management.
  ● Confidentiality.
  Working knowledge of:
  ● Arizona Revised Statutes (ARS) related to the department/finances.
  ● State Procurement Code and State procurement system.
  ● State of Arizona Accounting Manual (SAAM).
  ● AZ360 financial system.
  ● Department's budget planning tool.
  ● Team's standard work processes.
  ● Microsoft Office and the G-Suite/Workplace.

SKILLS

● Verbal and written communication.

• Customer service, to effectively and professionally interact with a wide range of internal and external customers.
  ● Effective employee performance management, prioritization of activities and workload management.
  ● Excellent organization and time management for tracking activities and/or projects.
  ● Resourceful with researching/gathering of facts and information.
  ● Researching and compiling information.
  ● Continuous process improvement.

ABILITIES
● Foster professional relationships with the public and agency staff.
● Handle information requests with diplomacy and efficiency.
● Communicate effectively with clients and teammates.
● Work reliably as a productive team member.
● Adapt flexibly to shifting priorities and assignments.
● Manage complex scenarios and high-volume workloads.
● Adhere to and help develop team procedures.
● Provide prompt updates on projects and issues.
● Prioritize and organize daily tasks systematically.
● Show initiative and sound professional judgment.
● Perform analytical research and evaluations.
● Meet deadlines and maintain accuracy under pressure.
● Work independently with minimal supervision.
● Maintain high professionalism and remote work capability.
● Apply LEAN methodologies for continuous problem solving.

• Associate’s Degree in Business, Finance, Accounting, or an equivalent related discipline.
  ● Two years responsible administrative experience equivalent to or above the Administrative Assistant Ill level in such fields as personnel, budget analysis, purchasing, accounting, data processing or related administrative activities.

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).

Among the many benefits of a career with the State of Arizona, there are:

· 10 paid holidays per year

• Accrual of sick and annual leave beginning at 12 and 13 days per year respectively for full-time employees
  · Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
  · A top-ranked retirement program with lifetime pension benefits
  · A robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability
  · An incentivized commuter club and public transportation subsidy program
  · We promote the importance of work/life balance by offering workplace flexibility
  · We offer a variety of learning and career development opportunities

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 program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

ASRS Lifetime Benefits

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting HPO@azdeq.gov.
Requests should be made as early as possible to allow time to arrange the accommodation. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.