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ADMINISTRATIVE SERVICES OFFICER 2

  • 511965
  • 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 benefit package, including the ADHS Student Loan Assistance 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 2

DEPT OF HEALTH SERVICES

Job Location:

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

Posting Details:

Salary: $57,200 

Grade: 21

Job Summary:

This position will be responsible for budget management and purchasing. Maintains budget projections for budget meetings with program managers. Tracks state and grant funds. Maintains a purchase card and oversees various programs' administrative activities within the Office of Infectious Disease Services. Provides suggestions for source funding for associated project activities. Create budget performance reports, coordinate budget spending, and close out with program managers and Principle Investigators. Assists with overseeing conference planning, logistics, venue selection, reservations, and attendee registration. Assists Public Health Emergency Preparedness Office regarding Health Emergency Operation Center response events by evaluating procedures and best practices. Manages badging station during drills & real-life events. Assists in real-life events as needed (Measles, Zika, procedures, etc.), including WebEOC (Incident Management Systems).

Job Duties:

-Maintain and oversee budgets associated with the Office of Infectious Disease, including CDC cooperative agreements by function and unit. Create budget performance reports, the coordinate budget spends down, and close out with program managers and Principle Investigators.
-Monitor personnel budgeting as changes are made. Provide training to program managers on the Office of Infectious Disease procurement and purchasing processes to include: functions, units, lines, process cycle, carry forward, no-cost extension, cost reimbursement, and approvals.
-Oversee Office and trains staff regarding newsletters, communication, software applications, licensing, and internal policies and procedures. Assist with maintaining content in Microsoft Office-supported mobile applications.
-Assist with program activities associated with cooperative agreements/grants and continuous quality improvement activities

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Financial forecasting and budget monitoring.
- Generally Accepted Accounting Principles (GAAP).
- Federal and state regulations governing financial programs are managed by the Bureau of Epidemiology and Disease Control.
- State regulations and laws governing financial accounting, procurement, and contracting.
- Procurement and contract policies, procedures, and requirements.
- Management theory and practices, including planning, organizing, and directing programs.
- Governmental/departmental accounting principles, travel policies, and encumbrance and expenditure procedures.
- HRIS, AFIS, business-related processes, and the policies and procedures related to state and department accounting and procurement.
- Infectious disease reporting and MEDSIS.
- Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.

Skills in:
- Financial management, oral and written communication.
- Interpersonal relationships with work with other staff, managers, contractors, and staff from other departments and agencies.
- Establishing priorities, critical thinking, and problem-solving techniques.
- Analytic skills for budget review and making projections.
- Planning, organizing, and directing the work of others.
- Monitoring contractors, contracts, and budgets.
- Using MS Office Suite, especially Excel, AFIS, Procure AZ, and other state's financial software used by the Department.

Ability to:
- Present ideas orally and in writing clearly and concisely to partners/stakeholders.
- Learn new tasks and adapt to changing environments.
- Anticipate next steps, assimilate and apply new ideas and information.
- Estimate time and funding for planning purposes.
- Develop and maintain spreadsheets.
- Perform assigned financial tasks in a timely, responsive and accurate manner.
- 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):

Bachelor's degree or equivalent training to understand budgeting, grants process, purchasing process, contracting process, and the infectious disease reporting process and Three years of responsible administrative experience equivalent to or above the Program Project Specialist 2.

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 contribute 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.

The State of Arizona is an Equal Employment Opportunity Employer.