Administrative Services Officer II

State Of Arizona Phoenix , AZ 85002

Posted 2 weeks ago

Arizona Department of Corrections

Safer communities through effective corrections.

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress. Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results. State employees are highly engaged, collaborative and embrace a culture of public service.

ADMINISTRATIVE SERVICES OFFICER II

Administrative Services/Financial Services Bureau
1645 W. Jefferson Street

Phoenix, Arizona 85007

https://corrections.az.gov/

JOB SUMMARY:

This position tracks and monitors the budget allocation and expenditures for the area of Administrative Services Division.

JOB DUTIES:

  • Maintains areas of assignment standard expenditure logs for other operating expenditures, In-State and Out-of-State travel, professional and outside Services

  • Designs and maintains spreadsheets, writes, calculates and compiles data for special projects and reports for related tasks for the areas of assignment as requested by the Administrators or Unit Managers

  • Reviews and verifies availability of funds for purchase requests, invoices and travel claims

  • Prepares, logs and enters Electronic Budget Transfers (EBT's) within the areas of assignment during allocation and throughout the year as adjustments as well as Companion Transfers

  • Enters purchase requests and receipts into statewide automated Procure AZ

  • Verifies the three-way match process before approving invoices for payment and/or does the necessary change orders

  • Interacts with vendors regarding invoices, billing discrepancies, past due payments and related issues

  • Serves as a backup for the Central Office Mailroom which includes making deliveries to ADC central office buildings and the greater phoenix area

  • Drives on State business

  • Performs other duties appropriate to the assignment

SPECIAL SELECTION FACTOR(S) THE FOLLOWING ARE REQUIRED:

Requires possession of, and ability to retain a current, valid state-issued driver's license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12).

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

Knowledge of:

  • Federal and State Laws, statues and regulation pertinent to the area of assignment

  • Principle and practices of supervision

  • State and governmental accounting, Arizona Department of Corrections (ADC) policies and financial services procedure affecting area of assignment

  • States Automated Financial Information System (AFIS)

  • Various spreadsheet and word processing software to produce financial reports and respond to requests for information

  • Governmental and/or office accounting practices and procedures

  • Budget forms preparation

  • Financial records maintenance

  • Identifying and resolving discrepancies

Skill in:

  • Verbal and written communication

  • Building and maintaining interpersonal relationships

  • Project management

  • Analyzing and interpreting fiscal data and accounting systems

  • Mathematics and accounting to reconcile records and reports

  • Accounts receivables

  • Researching and compiling fiscal information

  • Decision making and problem solving

  • Computing and summarizing numerical data

  • Retrieving financial data from an accounting system

Ability to:

  • Apply methods and techniques of management and supervision

  • Handle multiple tasks and projects to meet deadlines

  • Work in a cross-functional team environment

  • Handle multiple projects and manage toward deadlines and deliverables

  • Create and work with spreadsheets and word processing software and web based programs

  • Develop effective operating procedures

  • Work independently with minimal supervision

SELECTIVE PREFERENCE(S) - IDEAL CANDIDATE WILL POSSESS:

  • Three years of governmental administrative experience in such fields as budget analysis, accounting, or related administrative services work; or a Bachelor's degree in business , accounting or finance

PRE-EMPLOYMENT REQUIREMENTS:

Employment is contingent on the selected applicant passing a background investigation.

BENEFITS:

We offer an excellent and affordable comprehensive benefits package to meet the needs of our employees:

  • Vacation and sick days with 10 paid holidays per year

  • Robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability options

  • Exceptional retirement program

  • Optional employee benefits such as deferred compensation plans, credit union membership, and a wellness program

  • An incentivized commuter club and public transportation subsidy program

RETIREMENT:

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

Enrollment eligibility will become effective after 27 weeks of employment.

Current ADC Employees: Consult with your respective Human Resources Liaison if you are in a different retirement plan than the one indicated above.

TECHNICAL ASSISTANCE:

If you experience technical issues while applying for this position, please call 602-542-4700 or email [email protected]

  • We are committed to providing a drug and alcohol free workplace. ADC conducts statewide random drug testing for all employees in safety-sensitive positions.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting the Employment Unit Manager at (602) 255-2430. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.


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Administrative Services Officer II

State Of Arizona