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ADMINISTRATIVE SERVICES OFFICER 3

  • 504781
  • 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 benefit 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.

ELC GRANTS MANAGER

DIVISION OF PREPAREDNESS

Job Location:

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

Posting Details:

Salary: $57,000 

Grade: 22

Job Summary:

This position manages the business and financial activities of the Epidemiology and Laboratory Capacity (ELC) Cooperative Agreement in the Bureau of Epidemiology & Disease Control (EDC).

This position oversees and provides the financial direction of grants, state appropriations, and program revenue; and is responsible for coordinating procurement and budget actions related to the program. This position is responsible for oversight and monitoring of all ELC related contracts. This position provides support to program management regarding procurement activities including initiating, implementing, monitoring, and tracking of all contracts, purchase orders, direct purchase orders, direct pays, and purchase requisitions.

This position will also maintain appropriate accounting procedures and business processes to ensure state and federal compliance; provide fiscal technical assistance to sub-recipients, and maintain accurate data to aid in contract and grant oversight in coordination with the EDC Finance Manager.

Other duties include: monitoring budgets/expenditures of sub-recipients, including documentation submission review and annual site visits; initiating budget and other financial transactions and adjustments; ensuring compliance with applicable policies and procedures related to fiscal activities, state and federal; developing budget performance reports on a regular basis and projecting expenditures; assisting with internal and external auditing requests, coordination, organization and documentation of meetings; review/updating of related resources; preparing and maintaining the policies/protocols for standardized operation, assist Financial Resource Manager with financial duties and monitoring, obtaining quotes for potential purchases, ensuring timely payment of invoices, and reporting on Program budget expenditures, activities, and objectives as requested. The position will also assist all ELC-related staff with special projects that require advanced services including data collection, developing, collecting, organizing, and disseminating reports; and coordinates activities required for meetings or webinars between staff and stakeholders; tracking time frames of projects/requests received, and assisting staff with travel itineraries. Other duties as identified and assigned.

Job Duties:

- Provide oversight and monitoring of ELC sub recipients' procurement and financial activities to ensure compliance with applicable federal and state regulations. Provide budget projections, backup documentation review, issue purchase orders, and for each sub-recipient. All in coordination with the EDC Finance Manager.
- Perform risk assessments and audit reports, as needed. Provide technical assistance, education, and support on ADHS/CDC policies and the development of quality improvement processes/policies, as needed.
- Administer and utilize automated systems and databases to monitor, track, implement and/or initiate contracts, purchase requisitions, CERS, and other financial-related documents and reports. All in coordination with the EDC Finance Manager.
- Assist the ELC Principal Investigator with gathering financial documentation requested for the Program for internal and external auditing requests.
- Create standardized work policies and procedures in conjunction with other Office, Bureau, and Agency finance staff.
- Participate in federal coordination calls/meetings and ensure appropriate reporting to maintain ADHS in good grant standing with federal agencies.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Financial forecasting and budget monitoring.
- Generally Accepted Accounting Principles (GAAP).
- Federal and state regulations governing financial programs managed by the Bureau of Epidemiology and Disease Control and the Centers for Disease Control and Prevention [CDC]).
- State regulations and laws governing financial accounting, procurement, contracting.
- Procurement and contract policies, procedures, and requirements.
- 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 HRIS, APP, AFIS, business-related processes, and the policies and procedures related to state and department accounting and procurement (including the State of Arizona Accounting Manual [SAAM]).
- Performance Management (PM), Continuous Quality Improvement (CQI), and Lean methodologies.

Skilled in:
- Financial management, oral and written communication, interpersonal relationship in relation to work with other staff, managers, contractors, and staff from other departments and agencies.
- Establishing priorities.
- Critical thinking and problem-solving techniques.
- Analytic skills for budget review and projections.

Ability to:
- Work with a wide variety of individuals and organizations.
- Develop and maintain spreadsheets and financial documents.
- 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.

Selective Preference(s):

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.

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.