ADMINISTRATIVE SERVICES OFFICER

Job Summary

The Business & Finance Unit is currently seeking a highly qualified Administrative Services Officer 2. This position will work closely with division/programs in providing the necessary fiscal and business information needed. Key responsibilities include:

• Financial Planning and Forecasting: Oversee financial planning, monitoring, and analysis, including revenue forecasting and expenditure projections in collaboration with program management.
• Fund Health Assessment: Utilizing revenue and expenditure forecasts to determine cash balances and assess the overall financial health of the agency's funds.
• Reporting and Data Integrity: Ensure data integrity and perform financial and statistical analysis to support reporting for all levels of management, including OSPB, JLBC, and legislative committees.
• Legislative Support: Monitor legislative bills impacting the agency and provide impact analyses and implementation support.
• Collaborative Support: Confer with Section Managers and Division Directors to address their budgetary and federal funding requirements, and provide high-level customer service to all personnel.
• Reconciliation: Reconcile annual spending plans for federal awards and state funds at the agency fund level.

Job Duties

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

• Financial Analysis & Reporting: Prepare monthly and quarterly statistical reports on state and federal fund sources; monitor funds, revenue, and cash balances to evaluate program longevity; forecast fee fund revenues and expenditures to determine appropriate fee levels; utilize financial systems (e.g., Tableau, Anaplan, AZ360) and other appropriate financial tools for budget and expenditure tracking/reporting.
• Budget Management & Collaboration: Collaborate with section managers and division directors to develop financial plans and prepare budgets; prepare budget load and transfer documentation; partner with senior budget analysts to provide high-level financial support to program staff.
• Operations & Personnel Support: Collaborate with the business operations group to deliver reporting and advisory support regarding procurement budget availability; manage and direct activities related to personnel support; monitor and record all personnel expenditures related spending; use the designated database to generate and review funding adjustments and various personnel-related records; provide budget guidance to the business operations team; develop and maintain team performance metrics in collaboration with team members; manage written correspondence and maintain essential project documentation; perform other duties as assigned (typically 5%-10%).

Knowledge, Skills & Abilities (KSAs)

• KNOWLEDGE:
  • Government accounting and budgeting principles, forecasting, resource allocation, and planning.
  • Funding mechanisms (appropriations, grants, fee-based) for complex governmental financial operations.
  • Federal regulations, Arizona Revised Statutes, and agency/State policies and procedures.
  • Researching and compiling information.
  • Applicable State statutes, rules, and regulations concerning the Department and section.
  • State government and department organizational structure.
  • Confidentiality.
  • Microsoft Office and G-Suite/Workplace.
• SKILLS:
  • Strong problem-solving, analytical, and data analysis skills, including the use of financial systems and software.
  • Proficiency in process improvement.
  • Excellent verbal and written communication of budget issues and financial information to all staff levels.
  • Effective time management.
  • Strong fact-gathering, statistical, and abstract analysis skills.
  • Excellent customer service for internal and external customers.
• ABILITIES:
  • Analyze, interpret, and communicate complex financial data effectively.
  • Maintain professional relations and communicate well with all customers.
  • Collaborate productively in individual and group settings.
  • Prioritize, organize, and complete multiple tasks by deadlines.
  • Demonstrate organization, analytical skills, professionalism, and sound judgment in problem-solving and establishing priorities.
  • Complete accurate tasks and meet deadlines.
  • Work under pressure to meet deadlines, exhibiting initiative, prioritizing effectively, and adapting to changing priorities and assignments.
  • Learn and apply LEAN principles for continuous problem-solving and value creation.
  • Work independently with minimal supervision.
  • Work as a team player within several divisions.
  • Show initiative and adapt to changing priorities.
  • Respond to inquiries with tact and timely information.
  • Build positive relationships with staff and the public.
  • Provide accurate work and timely status reports.
  • Apply analytical skills and sound judgment to solve problems.

Selective Preference(s)

• Bachelor’s degree in accounting, finance or business administration preferred
• OR Minimum 3 years’ experience in such fields as personnel, budget analysis, purchasing, accounting, data processing or related administrative services work.
• OR Any combination of training and experience that meet the knowledge, skills, and abilities (KSAs).

Pre-Employment Requirements

• 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).

Benefits

• 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
• Retirement: ASRS LIFETIME BENEFITS

Contact Us

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.