A Career in Public Service Awaits You, Come Join our Admin Licensing Team!
Your Talent, Our Mission: To promote, protect, and improve the health and wellness of individuals and communities in Arizona.
Why work for ADHS? A great benefit of working for the State of Arizona is a fantastic work/life balance. State employees enjoy challenging work, popular remote work options, comprehensive health and wellness benefits, and career growth opportunities.
We are searching for someone who is inquisitive, enjoys learning, is reliable, you like meeting people and thrive in an engaging environment where each day is different --this is the role for you!
As the Program Project Specialist, under general supervision of the Business and Finance Manager, you'll perform a wide variety of tasks of financial impact upon multiple service areas in the Bureau of Vital Records (BVR) and Licensing Services (DLS).
This is a customer facing role coordinating the activities of multiple licensing programs, and being the point of initial contact for customer interaction. You'll be responsible for providing administrative services including applications processing, budgeting, accounting, purchasing, and travel support to the programs in BVR and DLS.
Additionally, you will collaborate with a business team to direct and participate in management functions of the program including but not limited to initiating requisitions, researching and resolving vendor issues, creating receipts as part of the three way match, facilitating travel needs and reimbursements, P-Card and travel card purchases, oversight of invoice payments and tracking of contract expenses, calculation and preparation of daily deposit transactions and monthly revenue reports, invoicing county partners, maintaining fixed assets and equipment inventory for DLS.
Lastly, what really makes this position unique, is that you will have the opportunity to touch all seven of the Licensing Bureaus with ADHS!
- Process initial and renewal applications. Answers telephone calls and emails and give appropriate specialized guidance and information to the customer to facilitate issue resolution. Research various databases to identify a record order information and document status. Perform a variety of complex program support tasks for an executive, administrator or program manager.
- Assist in planning, organizing and performing division fiscal and business services. Assist in internal database applications, maintenance and reporting. Utilize APP for oversight and entry of all requisitions, including determining appropriate funding and 3-way match accounting requirements.
- Responsible for the review and process of all mail and requests that customers and business partners send
through mail and electronically. This includes updating the database related to licensing applications, reconciling monthly Vital Records transactions and assists in requisitioning, ordering, invoicing and receipt issuance on purchase orders for multiple bureaus.
- Responsible for providing program support for special projects as assigned by the supervisor. Will provide training to other staff members. Facilitate and attend meetings to coordinate the program's activities with other offices within the Agency and other government agencies and stakeholders.
- Prepares documents for public record request ensuring documents are redacted and the request is inclusive of the documents requested.
-Customer service techniques.
-Use of office equipment, Agency Specific Database, APP and invoicing software including Salesforce, AFIS, APP, etc.
-State Travel Policy, Government financial operations and reference materials generally applicable to ARS regulations
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.
-Oral and written communication.
-Using courtesy and tact when interacting with internal and external customers.
-Use of call center phone system.
-Cash handling and accounting systems
- Skilled in operating a cash register, cash handling, and money handling.
-Database, MS Office, Google Workspace
-Budget, grant and purchasing experience
-Learn general rules, regulations, policies, procedures of the OVR and the Medical Marijuana Patient Registry Program.
-Learn and operate new computer systems and processing equipment.
-Work in a fast-paced high volume office setting dealing with the public.
-Provide information using oral and written communication.
-Listen and interpret information.
-Must to be able to come to work on time and maintain excellent attendance.
- 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.
The ideal candidate has taken some college courses and /or has an Associate degree, plus a minimum of four years administrative experience. Bachelor's degree in business or public administration or a related field with two years of work experience in purchasing, accounting, data processing or related program support services work.
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).
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: Health Impact Program (HIP) where you can earn up to $200 annually by participating in our award-winning program of free preventative health screenings (mini-health, mammography, prostate), immunizations, lifestyle/mindfulness classes and physical activities) and Employee Assistance Program (EAP) Counseling sessions - 12 free per year per issue for each employee and each covered dependent. Available 24/7 for support, resources and information on work/life solutions, dependent/elder care, college planning, wills, legal guidance, financial resources, funeral planning and more)
− 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
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.
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.