DEPT OF REVENUE

Address: 1600 W Monroe Street, Phoenix AZ 85007

Salary: $58,000 annualized 

Grade: 19

Closing Date: Open until filled

The Executive Assistant, TPS Ops provides professional administrative support to Taxpayer Services (TPS) leadership performing administrative, recruitment and budget liaising functions.

This position may be available for remote work within Arizona (3 to 4 days per week in the office/hoteling).

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.

Administrative and Clerical

• Leadership Support:
  • Manages the calendar for the Assistant Director, (TPS) by scheduling meetings, phone calls, and focus time, and confirming or rejecting requested appointments
  • Schedules meetings for TPS management
• Recruiting Support:
  • Attends employee recruitment intake calls
  • Schedules interviews for employee and Contractor positions
  • Attends weekly TPS Leader employee recruiting call
  • Processes AZ tax compliance checks and creates new user tickets
  • Opens temp/contractor requisitions, sends new contractor requests, and creates new user tickets
• Payroll Support: Serves as employee timecard proxy
  

Budget & Financial Support

Acts as back-up to ESA, AD/TPS to include:

• Prepares purchase requests, obtain approvals, and creates requisitions
• Meets and works with the Budget team on a weekly basis to cover various items such as resolving questions, receiving guidance, and any other items that arise
• Identifies funding from available budget needed for newly identified needs
• Obtains approvals and processes budget transfers
• Prepares and processes purchase orders, obtaining necessary approvals and managing requisitions for new items, training programs, contracted services, renewals, and professional services
• Receives, obtains approvals, and processes invoices in the APP procurement system
• Attends monthly accounting and budget meetings
• Prepares position change forms for budget approval
• Works with the TPS Leadership team on financial reporting, budget planning and monitoring, and procurement tasks.
• Completes budget planning documents for the upcoming fiscal year
  

Agency/Department Compliance & Continuous Improvement

• Remains current on all laws, regulations, policies, and best practices related to taxation through regular engagement in activities such as: self-directed research, conferring with other practitioners and technical experts; subscriptions to regulatory/legal/industry newsletters and briefs; membership industry associations and attendance at meetings/events; and or participation in training and others continuing education opportunities.
• Actively contributes to team and individual effectiveness through the following:
  • Attends staff meetings and huddles of division teams; and may cascade and track information as indicated
  • Completes all required training in a timely manner.
  • Participates in assigned projects as appropriate.
  • May complete periodic metrics, projects, huddle boards and reports as requested.
  • Prepares for and actively participates in 1:1 coaching with supervisor
• Maximizes work processes and deliverables through lean principles within the Arizona Management System (AMS); and provides recommendations for process improvement, and engages in continuous improvement efforts as assigned.
  

Education & Experience

• Any combination that meets the knowledge, skills and abilities (KSA); typical ways KSAs are obtained may include but are not limited to: a relevant degree from an accredited college or university such as Bachelor’s Degree (e.g., B.A.), training, coursework, and work experience relevant to the assignment.
• Minimum of three (3) years' of related experience
  

Knowledge/Understanding

• Knowledge of principles of administration and management
• Knowledge of administrative and office procedures and systems, such as work processing, managing files and records, designing forms, and workplace terminology
• Knowledge of agency policies, rules, regulations, and operating procedures
  

Skills

• Strong verbal, written, and active listening communication skills
• Strong interpersonal demeanor and skills
• Strong professional decorum
• Strong organization and time management skills with the ability to make measurable progress on several tasks simultaneously
• Strong and efficient keyboarding skills
• Proficient in the use of a PC in a Windows environment
• Advanced skills in the use of MS Office Applications such as Outlook, Word and Excel, PowerPoint; and in the use of Google Suite applications such as GMail, Sheets, Docs, and Drive
• Proficient in the use of the state procurement system
  

Abilities

• Ability to clear a comprehensive background and clearance process that includes an Arizona tax compliance verification, and a criminal background check through the FBI via level one fingerprint clearance through the Arizona Department of Public Safety, and possess a clean
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner
• Ability to understand and solve problems by applying intermediate analytical skills to include collecting all the relevant information and data needed to address the problem; organizing, classifying and synthesizing the data into fundamental issues; from the information, identifying the most probable causes of the problem; reducing the information down into manageable components; identifying the logical outcomes from the analyses of the data collected; and, identifying the options and solutions for addressing the problems analyzed.
• Willingness and ability to embody ADOR’s core values of Do the Right Thing, Commit to Excellence, and Care About One Another
  

Additional Job Demands

• In the course of performing the essential duties one must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• No substantial exposure to adverse environmental conditions (such as in typical office or administrative work.)
  

Previous experience with continuous improvement/Lean

The final candidate will be required to abide by the the following pre-employment checks:
-Employment Verification and Reference Checks
-State and Federal Criminal Background Check, including fingerprinting
-Arizona Tax Filing Records Check
-If applicable, ASEDRA Authorized Driver Identification Check

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 a world class comprehensive benefits package including:
-Paid time off for holidays, sick days, annual leave, military leave, bereavement leave, and civic duty leave
-Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
-A robust and affordable insurance plan that includes medical, dental, vision, life insurance, short-term, and long-term disability options.
-Higher education discounts for State employees and tuition reimbursement up to $5,250 per fiscal year, available to seek further career advancement or certification in Continuing Professional Education.
-Work-life balance and additional options for life betterment such as the Infant at Work Program, State Wellness Program, Public Transit Discounts, Alternate Work Schedules, and Telework opportunities.

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 program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Top ranked Arizona State Retirement System (ASRS) provides 100% employer matched contributions (enrollment eligibility will be effective after 27 weeks of State employment). ASRS provides a lifelong benefit based on years of service earned, or worked, and your ending salary. Learn more about ASRS at: https://www.azasrs.gov/content/new-and-prospective-members.

If you have any questions, need assistance, or would like to request a reasonable accommodation, please contact the ADOR Talent Team at talentgroup@azdor.gov.

*The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.