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ADMINISTRATIVE SERVICES OFFICER 1

  • 501053
  • PHOENIX
  • DEPT OF HEALTH SERVICES
  • Full-time

DEPT OF HEALTH SERVICES

The Arizona Department of Health Services promotes and protects the health of Arizona’s children and adults. Our mission is to promote, protect, and improve the health and wellness of individuals and communities in Arizona. We strive to set the standard for personal and community health through direct care, science, public policy, and leadership. ADHS promotes alternative work schedules, flexible hours. We have positions that can fit any stage in your career, from entry to senior level. We offer a robust benefits package, including the ADHS Student Loan Assistance Pilot Program, where eligible employees can receive up to $437.50 per month for their outstanding student loans. Come check us out and see how you can make a difference in the lives of all Arizonans.

ADMINISTRATIVE SERVICES OFFICER 1

Division of Prevention 

Job Location:

Address: 150 N 18th Ave. Phoenix, AZ 85007

Posting Details:

Salary: $33,435 - $47,000 

Grade: 19

Job Summary:

The position will directly report to the Operations Manager for the Bureau of Nutrition and Physical Activity. The position will be a part of the BNPA Operations team and will be responsible for financial/operational duties for the bureau.

Job Duties:

- Using the State Accounting and State Procurement systems accurately execute the following in a timely fashion: issue purchase orders, change orders, receive invoices for payment by Accounts Payable, close-out purchase orders as required by the terms of the purchase order or as requested by the program.
- Enter monthly/annual financial reports into various financial reporting systems.
- Coordinates with ADHS General Services and IT Departments to provide assistance to staff with regard to paperwork for employee badges, paperwork for computer access, telephones, cell phones, mifi's, and IT equipment for the bureau. Participates in the review and examination of plans and specifications for building projects. Data entry into the Verizon and Century link database to update and add new lines and funding.
- Assist with answering BNPA front desk phone calls (Spanish and English callers).
- Assist with asset management includes computer data entry, monitoring movement of assets between programs, performing annual inventory audits, report generation, and more. Ensuring accurate recording and inventorying of equipment purchased by BNPA and for BNPA Contractors.
- Attend and participate in a variety of meetings, when required. Create and maintain organizational charts for the bureau.
- Perform research and/or special projects as assigned by the Operations Manager and BNPA upper management with any relevant projects or deliverables.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Principles and practices of administration with special reference to the organization, fiscal management, and budgetary control.
- Office management.
- Performance Management (PM), and Continuous Quality Improvement (CQI), and Lean methodologies.

Skill in:
- Using AFIS to record financial transactions involving assets.
- Providing effective guidance in the areas of personnel management and performance evaluation.
- Effectively working with and maintaining confidential information.
- Conceptualizing, planning, and evaluating fiscal operations.
- Extracting, compiling, evaluating, analyzing, and presenting fiscal information and personnel data.
- Negotiating, facilitating, and resolving complex issues involving multiple interests.
- Maintaining complex spreadsheets and budgets.

Ability to:
- Evaluate activities analytically and develop effective plans and methods for improvement.
- Establish and maintain effective working relationships with Bureau staff as well as other Department personnel.
- Interpret and write policies and procedures.
- Complex math calculations and maintain complex Excel spreadsheets.
- Manage multiple complex projects, and meet established delivery dates.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Selective Preference(s):

Two years responsible administrative experience equivalent to or above the Administrative Assistant III level in such fields as budget analysis, purchasing, accounting, data processing, or related administrative services work; a Bachelor's degree in business or public administration from an accredited college or university may substitute for one year of experience. Bilingual preferred at a minimum, the ability to understand and to make one's self-understood to all English/Spanish speaking individuals.

Pre-Employment Requirements:

Employees who drive on state business require possession of and the 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 checks, must maintain acceptable driving records, and must complete any driver training (See Arizona Administrative Code R2-10-207.11).

Benefits:

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award-winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

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

Retirement:

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will make a contribution to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27 week wait period for contributions to begin.

Contact Us:

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.

ARIZONA MANAGEMENT SYSTEM (AMS)

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.

Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.