The Arizona Department of Administration is seeking a Dispatching Coordinator to join the General Services Division (GSD). This position will administer oversight to multiple databases for the Facilities Operations and Maintenance (FOAM) and Surplus departments, and will be focused on analytical overview of databases, process improvement, and customer service. This role is responsible for the ongoing operation of the systems, including maintaining the integrity and performance of the database and will evaluate data input, provide training to end-users, and work with vendors to solve any issues. This position will ensure the integrity of data and query results by establishing, publishing, and enforcing database standards and security procedures, in addition to managing all requests for changes to processes and procedures and will manage all API configuration and reports generated by the databases.
The person in the role will oversee the Customer Service Help Desk and operations staff responsible for the computerized building management system that receives, documents, and processes all incoming requests for maintenance services. This includes completing work tickets, creating inventory reports, tracking building costs, etc. This position troubleshoots complex technical or personnel issues referred by subordinates, supervises and issues work assignments to subordinate staff, and coordinates with multiple agencies and divisions to satisfy customer needs. Additionally, this position is responsible for all aspects of the cost allocation data entry and reporting; ensuring requisitions and invoices are processed timely and efficiently and ensuring leave calendar and report notification systems are maintained.
Lastly, at the direction of the FOAM General Manager, this position also coordinates with multiple GSD work units to provide assistance to associates and customers to help meet division goals, which includes attending meetings, answering/making phone calls, responding to/drafting emails, approving invoice payments, etc.
-Give oversight to the computerized maintenance management system that receives, documents, and processes all incoming requests for maintenance services; which includes completing work tickets, creating inventory reports, tracking building costs, etc.
-Troubleshoot complex technical or personnel issues referred by subordinates
-Supervise and issue work assignments to subordinate staff and coordinate with multiple agencies and divisions to satisfy customer needs
-Provide administrative oversight to the FOAM and Surplus database systems to ensure all information is maintained correctly
-Work with staff and vendors on any changes for information input, system updates, or process and procedures changes
-Manage all API configuration and reports gendered by the databases
-Provide purchasing and accounting support for FOAM department
-Responsible for all aspects of the cost allocation data entry and reporting; ensuring requisitions, invoices, and receipts are processed timely and efficiently
-At the direction of the FOAM General Manager, coordinate with multiple GSD work units to provide assistance to associates and customers to help meet division goals
-Attend meetings, answer/make phone calls, manage contracts, badging, cellphone issuance, responding to/drafting emails, and ensure leave calendar and report notification systems are maintained
-Other duties as assigned as related to the position
-Statutes, rules, regulations, policies, and procedures relating to ADOA and GSD
-Management principles and practices
-Research and analysis techniques
-Business and employment law as it related to personnel management
-Effective oral and written communication
-Effective development and implementation of programs and projects
-Establishing and maintaining interpersonal relationships with management, team members, other agency staff, customers, and vendors
-Effectively utilized computer software applications, including Microsoft Office, Google Suite, and HRIS
-Communicate with people and listen to ideas, opposing views, and suggestions
-Participate and provide positive contributions in a team environment
-Prioritize and plan work activities
-Set meaningful goals and objectives
-2-5 years experience in an upper level administrative support position
-Background and reference check, including a state and federal criminal records check
-Requires possession of and the ability to retain a current, valid state-issued driver’s license appropriate to assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driving training (see Arizona Administrative Code R2-10-207.12).
The Arizona Department of Administration offers a comprehensive benefits package to include:
Vacation with 10 paid holidays per year
Health and dental insurance
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
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 Caitlyn Pittman at email@example.com for assistance.
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.