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ADMINISTRATIVE SERVICES OFFICER 2

  • 501525
  • 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.

Contract/Financial Specialist

Division of Prevention 

Job Location:

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

 

Posting Details:

Salary: $52,000.00 

Grade: 21

Job Summary:

This position, under the general supervision of the Business and Finance Manager, performs a wide variety of detailed financial tasks of considerable difficulty having a financial impact upon multiple service areas in the Bureau of Women's and Children's Health (BWCH). The position will coordinate contracts and facilitate the contract process for programs within BWCH. Responsibilities include activities required to ensure sound financial short- and long-range planning fiscal integrity of procurement contracts for office programs - maintaining appropriate procurement procedures, instituting internal monitoring procedures for procurement contracts, providing accurate data to aid in the quality management process in contract development as well as financial reporting. There are three major areas of responsibility: training, financial, and contract management. This position advises and assists programs in all areas of contract requirements including training related to financial/ contract management of all BWCH staff, assist program staff in a variety of contract management activities including development of fee schedules, deliverables, scopes of work, contract monitoring, etc.; Participates in planning, development, and implementation of program procedures relevant to contract administration; Assist programs in identifying their contracting needs and methodologies; 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; Develop and implement a tracking system for contract deliverables, contract expiration dates, etc.; create, track and monitor requisitions using Arizona Procurement Portal (APP) and other agency computer programs; Maintain and reconcile BWCH financial information on contract logs. Serves as the key contact for BWCH in agency asset tagging and inventory process.

Job Duties:

− Contracts Management: advise and assist BWCH programs in all areas of contract requirements, including developing fee schedules, deliverables, scopes of work, contract monitoring, contract closeouts, audits, evaluate fiscal programmatic data submitted by contractors, participate in contract negotiations. Review and approve all contracts for the office.
− Maintain and reconcile contract logs monthly. Issue purchase orders and process invoices in Arizona Procurement Portal (APP), Enter information into ECivis contract management system, review funding information in the Arizona Financial Information System (AFIS); verifies accuracy, timeliness and ensures proper documentation exists before keying in payment information.
− Verify invoices against purchases orders and research discrepancies; correspond with vendors and programs to facilitate purchase orders and payments.
− Track, monitor, and approve contract expenditures to ensure contract and funding compliance. Serve as key contact between BWCH program managers and procurement staff, contracting agencies, auditors, vendors.
− Train, instruct, guide, and counsel program staff in policy and procedures related to procurement processes, contracts management, encumbrance, and expenditures procedures
− Complete special projects having other duties as assigned. Assist BWCH with agency asset tagging and inventory processes, attend and participate in a variety of meetings and training, participate as a member of various Bureau of Women's and Children's Health Service teams.
− Participate in the planning, development, and implementation of BWCH procedures relevant to contract administration. Evaluates existing work processes and formulates plans for improvement. Participate in ongoing professional development, learning statewide procurement and contract management systems.

Knowledge, Skills & Abilities (KSAs):

− Considerable detailed knowledge of the program funding structure, statutes, and mandates regarding program functions, mission, strategic plan, fund source requirements, statutory limitations, and policies and operations of the service unit.
− Federal, state, and department rules, regulations, policies, and procedures (e.g. financial management, accounting, procurement, grants management).
− Federal and state government operations and processes, including legislative, appropriations, and administrative processes and their underlying principles and concepts.
− Procurement process.
− Financial and database software programs and the ability to extract data and prepare reports.
− Performance Management (PM), and Continuous Quality Improvement (CQI), and Lean methodologies.
− Conceptualizing, planning, and evaluating fiscal operations.
− Extracting, compiling, evaluating, analyzing, and presenting fiscal information.
− Negotiating, facilitating, and resolving complex financial issues involving multiple interests.
− Mathematical skills, attention to detail, developing process and procedure, writing contracts, providing training and guidance to others, prioritize, plan and organize multiple tasks, customer service skills, communication skills verbal and written, presentation and training skills, problem-solving skills, critical thinking skills, initiative and dependability, record keeping, time management skills, and proficiency in Microsoft Excel, Access, Google Suite including sheets.
− Analyze and make recommendations decisions under pressure.
− Learn financial database systems in use by agencies.
− Active listener and efficient communicator.
− Provide and receive feedback.
− Prioritize, plan, and organize multiple tasks.
− Pursue ongoing professional development.
− Work independently and collaboratively.
− 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):

The ideal candidate will have:
− Bachelor's Degree in either business or public administration or a related field with 3 years work experience in state accounting processes, budget analysis, purchasing, data processing, or related administrative services work. A Master's degree in a related field may substitute for one year of work experience.

Pre-Employment Requirements:

Driving is required for State Business.
- 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.