DEPT OF HEALTH SERVICES

Address: 150 North 18th Avenue

Phoenix, AZ 85007

Salary: $66,000 

Grade: 22

This position will be the primary staff member responsible for BEMSTS Business Office tasks. This position will work with the BEMSTS Finance Manager, Procurement, and Accounting teams to coordinate purchasing and payment-related tasks. This includes the development of purchase orders, receiving and paying invoices, purchasing, procurement processes, and inventory within the Bureau of EMS and Trauma System. This position will keep track of all open POs, maintain a list of Bureau contracts, and maintain the organization of all Business Office files. This position will provide support for BEMSTS grants, including supporting grant program staff to ensure grant-related purchases are completed in a timely manner. This position maintains the Bureau's Purchase and Travel Card. This position reports to the BEMSTS Services Section Office Chief. This position will be responsible for reviewing Contractor Expenditure Reports, invoices, and other reporting to ensure compliance with contract and grant deliverables when applicable. Additionally, the role will assist with inventory tracking and provide administrative support to the BEMSTS Office Chief and Bureau Chief upon request.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Using the State Accounting and State Procurement systems accurately executes the following in a timely fashion: issue purchase orders, process change orders, receive invoices for payment by Accounts Payable, and close out purchase orders as required by the terms of the purchase order or as requested by the program.
Coordinates the procurement process for BEMSTS specific contracts. Establishes and maintains a tracking system for BEMSTS-specific contracts to ensure timely execution and continuation of contracts for services. Serve as a liaison and point of contact between program managers and procurement, to include annual contract amendments needed for the four regional coordinating councils.
Assists with asset management to include computer data entry, monitoring the movement of assets between programs, performing annual inventory audits, report generation, and more. Ensuring accurate recording and inventorying of equipment purchased by AIPO.
Conducts all purchasing for BEMSTS, including office supplies, laptops, supplies for grants, and miscellaneous items as requested. Maintains the Bureau's Purchase and Travel Cards.
Meets with BEMSTS Finance Manager and Services Section Office Chief on a regular basis to maintain awareness of Bureau budgets and grants. Stays up to date on statewide APP, AZ360, etc. trainings and maintains awareness of system updates.
Coordinates with ADHS General Services and IT Departments to help coordinate paperwork for employee badges, paperwork for computer access, telephones, cell phones, MiFi’s, and IT equipment for BEMSTS.
Coordinate building maintenance and property issues. Maintain a list of vehicles assigned to the Bureau and assist with the coordination of routine vehicle maintenance.
Assist with the coordination of out-of-state travel arrangements and other duties as assigned as related to the position.

Knowledge of:
-Business practices and procedures
-State regulations and laws governing procurement and contracting
-Procurement and contract policies, procedures, and requirements
-Planning, organizing, and directing projects
-State and federal laws and agency rules, regulations, policies and procedures
-Governmental/departmental accounting principles, travel policies, and encumbrance and expenditure procedures
-Knowledge and familiarity with AFIS, APP business-related processes
-Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.

Skill in:
-Oral and written communication, interpersonal relationships in relation to work with other staff, managers, contractors, and staff from other departments and agencies
-Establishing priorities, critical thinking, and problem-solving techniques
-Problem-solving and goal-setting techniques
-Analytic skills for budget review
-Monitoring contractors, contracts, and budgets
-Using MS Office Suite, especially Excel, AFIS, APP, and other state financial software used by the Department
-Using Google platform including Gmail, Google Sheets, Google Docs, etc.
-Prioritizing work without direct supervision

Ability to:
-Work in office and virtual settings with administrative management and deal with the public.
-Present ideas orally and in writing in a clear, concise manner to partners/stakeholders.
-Learn new tasks and adapt to a changing environment; anticipate next steps, assimilate and apply new ideas and information.
-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.

Combination of experience, education, and training that meets the KSA's as described. Minimum of 5 years of work experience in budgets, purchasing, procurement, accounting, and contract oversight services experience. Bachelor’s degree in Business or a financial-related field may substitute for 2 years of work experience.

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.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
− 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

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

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

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.

The State of Arizona is an Equal Opportunity/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.