ARIZONA BARBERING AND COSMETOLOGY BOARD

1740 West Adams Street

Phoenix, AZ 85007

Salary: $43,981- $55,000 

Grade: 21

Open Until Business Needs Are Met

Under general supervision, prepares the Department's daily cash receipts reconciliation report, reconciling with those entered in the Department's internal licensing system, and entering cash receipts in the statewide accounting system (AFIS). Enters vendor claims, internal transfers, and other accounting transactions into the State's accounting system (AFIS). Invoice purchasing in the Arizona Procurement Portal (APP). Reviews independent contractor billings and enters them into the statewide accounting system (AFIS).

Consults with the supervisor to resolve complex issues; applies accounting principles and practices of governmental accounting while exercising discretion and independent judgment within the Administration Division's established practices; and performs related work as required.

This position may be available for remote work within Arizona (Tuesday & Wednesday in the office).

• Processes and enters vendor claims, internal transfers, and other accounting transactions into the State's accounting system (AFIS). Invoice purchasing in the Arizona Procurement Portal, and performs all related procurement activities in accordance with State statutes, policy, and procedures. Verifies the accuracy of invoice information and vendor remittance addresses

• Enters cash receipts into the statewide accounting system (AFIS) for all fees received. Performs reconciliation of revenue transactions between the statewide accounting system (AFIS) and the Department's internal licensing database. Runs and distributes reports as needed and provides assistance in researching and clearing items

• Maintains the Department's daily cash receipts report, ensuring that receipts are accurately categorized by fee type, recorded to the proper accounting fund, and entered in the agency database program. Researches and resolves any inconsistencies between the receipt and supporting documentation

• Provides administrative & technical assistance to the BCB leadership team regarding work plans & operational strategies, including goals, objectives, accountability, & quality related to various projects. Responds to inquiries from the public & private sectors on behalf of the ED and leadership team

• Audit/review employee travel claims for submission into HRIS. Reviews independent contractor billings and enters into AFIS. Communicates with the Business Administrator concerning billing and payment issues, research, and other accounting matters

• Acts as a liaison to the Arizona Barbering and Cosmetology Board, including attendance at regularly scheduled board meetings and writing official board minutes

Knowledge:

• In-depth knowledge and understanding of the creation, development, and editing of high-level business communications (i.e., letters, memos, emails, and reports)

• General knowledge of governmental organizations, and State and Federal rules/regulations governing BCB

• Microsoft computer programs such as Word, EXCEL, ACCESS, Outlook, and SharePoint

• Appropriate data gathering, summarization methods, and report preparation

• Google Office Suite Products - Docs, Sheets, Drive, Calendar, Email

• General knowledge of personnel rules, policies, and procedures

• Standard office and administrative practices

• Procedure analysis and policy development

• Basic accounting and budgeting concepts

• Basic strategic planning concepts

• Time-line management

Skills:

• Analyzing and comprehending complex issues by extracting and manipulating data from multiple and diverse resources (such as, but not limited to, databases, articles, various types of emails, and reports)

• Excellent skills in writing/formatting/editing business communication, including letters, memos, emails, and reports

• Excellent oral and written communication, including graphic presentation of information/data

• Handling sensitive matters, including those of a highly confidential and/or legal nature

• Use of Google Office Suite Products - Docs, Sheets, Drive, Calendar, Email

• Use of Microsoft Office - Word, EXCEL, ACCESS, Outlook, SharePoint

• High-level skills in analyzing, problem-solving, and decision-making

• Prioritizing and multitasking, and working independently on projects

• Establishing and maintaining effective working relationships

• Project planning, coordinating/organizing, and completion

• Excellent research skills (e.g., Internet and other sources)

Ability:

•Provide professional executive-level administrative and technical support to the Executive Director in areas of program policy, development, and implementation

• Handle assignments and situations that are highly sensitive and confidential, including legal or personnel-related matters

• Review and evaluate program activities analytically and develop effective work plans and methods for improvement

• Generate correspondence, including business letters, memos, and emails, on behalf of the ED

• Act as a liaison between higher executives, other employees, and inter- and intra-agency

• Work and act independently, requiring self-initiative, as well as work as part of a team

• Judgment, problem-solving, critical thinking, and decision-making ability

• Coordinate and track projects/assignments from start to completion

• Develop and implement functional program objectives

• Prioritize and manage tasks and assignments

• Be adaptable and multi-task

• Combination of education and work experience that shows 1-3 years of progressively higher-level executive or administrative responsibility with senior-level management and supervisory experience

• Experience in state government preferred

• Must possess a valid Arizona driver's license and be able to maintain a driving record in accordance with Department policy

• Individuals may be required to use their personal motor vehicle

• 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.

The State of Arizona offers a comprehensive benefits package to include:

• Sick leave

• Retirement plan

• Health and dental insurance

• Vacation with 10 paid holidays per year

• Life insurance and long-term disability insurance

• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

• Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

• Positions in this classification participate in the Arizona State Retirement System (ASRS)

• Please note, enrollment eligibility will become effective after 27 weeks of employment

• If you have any questions, please feel free to contact Brian Westerberg at brian.westerberg@azdoa.gov for assistance.