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ADMINISTRATIVE SERVICES OFFICER 2

  • 502501
  • 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 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

DIVISION PREPAREDNESS 

Job Location:

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

Posting Details:

Salary: $52,000 

Grade: 21

Job Summary:

This position will report directly to the Bureau of Public Health Emergency Preparedness (BPHEP) Deputy Bureau Chief, who will be responsible for managing functions that have a financial impact on the Public Health Emergency Preparedness (PHEP) and Health Care Preparedness (HPP) programs. Advice and assist programs in all areas of contract requirements including training related to financial/contract management, assist program staff in a variety of contract management activities including development of fee schedules, deliverables, scopes of work, contract monitoring, and contract amendments. This position will collaborate with program staff and agency finance to ensure consistent practices related to sub-recipient payments. Preparation of financial statements and statistical reports for the PHEP and HPP preparedness programs, implement policies and procedures relative to financial and other general business activities, maintain fiscal controls in accordance with program, state, and federal rules, regulations, and policies. Serve as interface between Program Managers and Procurement to resolve contracting issues and determine appropriate resolutions; Serve as key office contact with contracting agencies to resolve contracting issues, determine appropriate resolutions as required; Serve as the key office contact for any contract audits. Will conduct and/or attends meetings and seminars related to the assignment and provide support for Bureau purchasing needs.

Job Duties:

- Planning and monitoring of revenue and expenditures to provide accurate information in preparing financial and program-related documents and reports.
- Maintain finance tools to monitor, track, implement, process, and develop: contracts, grants, purchase requisitions, Contractor Expenditure Reports (CERs) and invoices, purchase orders, expense and budget transfers, and other finance-related documents and reports.
- Financial analysis and projection of subrecipient expenditures to ensure contractors stay within established budgets and maintain grant and contract compliance.
- Provide guidance and technical assistance to ensure program conformance with state and federal rules and regulations, policies, and procedures; and identify issues and confer with BPHEP Deputy Bureau Chief.
- Assist with the preparation of the annual federal grant application. Assist with the coordination of Bureau fleet vehicle record keeping, vehicle maintenance scheduling, and serve as the BPHEP Tenant Coordinator.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Principles and procedures of public administration with special reference to the organization, fiscal management, and budgetary control.
- State and Federal laws, rules, and regulations relating to the Program area.
- Adherence to rules of record retention and performance of shredding and archiving records at the appropriate time.
- Maintenance of record-keeping tools to monitor sub-recipient budgets.
- Production of reports for PHEP leadership as needed that pertain to sub-recipient allocations of federal grants.
- Update and maintenance to new and existing contracts and amendments are added.
- Issuance of Purchase Orders.
- Performance Management (PM), and Continuous Quality Improvement (CQI), and Lean methodologies.

Skill in:
- Budget and report preparation.
- Internal and external accounting audits.
- Providing guidance to partners, organizing, and administering operational program activities, and determining guidelines.
- Quickly analyze and resolve problems.
- In the use of Microsoft Office applications and Google Suite of applications.
- Arizona procurement system and emergency response applications.
- Providing training to new sub-recipient PHEP coordinators and associated finance personnel on the history of the program, CERs and procedures, the Health Alert Network (HAN), and the budget tool.
- Maintaining various reporting tools and reports: Snap shot, spending % summary, summary funds spent, CER recap, and CDC required reporting.

Ability to:
- Perform difficult analytic work.
- Write and speak with clarity and effectiveness.
- Attend meetings relevant to finance, PHEP, HPP, and ADHS Preparedness Bureau.
- Maintain partnerships with PHEP and HPP sub-recipients to facilitate the verification of payment requests, redirections, and reconciliation of accounts.
- Provide support to other finance personnel within the ADHS Preparedness Bureau.
- Provide support to the ADHS HEOC in the area of finance, badge production, and other areas as needed.
- 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 3 level in such fields as budget analysis, purchasing, accounting, data processing, or related administrative services work; a Bachelors degree in business or public administration from an accredited college or university may substitute for one year of the required experience.

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.

The State of Arizona is an Equal Employment Opportunity Employer.