ARIZONA DEPARTMENT OF ADMINISTRATION

General Services Division (GSD)

1919 W Jefferson, Phoenix, AZ 85007

Salary: Up to $47,799.86 

Grade: 20

Open Until Filled

The Arizona Department of Administration (ADOA), General Services Division (GSD), is seeking a highly motivated and adaptable Program Project Specialist to provide essential support in a dynamic, high-traffic environment. This role is crucial for ensuring efficient operations within the division, encompassing a wide range of responsibilities. The successful candidate will be the first point of contact for many customers, delivering exceptional service in person, via email, and over the phone.

Key duties include comprehensive support for auctions, managing incoming and outgoing inventory, and administering the federal property and sales program through accurate data entry. The Program Project Specialist will be responsible for creating invoices for both internal and external customers and vendors, processing internal purchase orders, handling cash and credit card transactions, and ordering necessary office and warehouse supplies and equipment. A critical aspect of this position involves meticulous reconciliation of all cash, credit card, invoice, and inventory records. Furthermore, the role requires the ability to generate complex reports and maintain meticulous archive records for all transactions, inventories, transfers, and risk claims, ensuring strict adherence to policy compliance. The ideal candidate will possess strong real-time problem-solving skills and demonstrate the ability to effectively multi-task and adapt to rapidly changing priorities.

• Greet and answer questions from customers in person and by email or phone, including customer viewing
• Maintain all Surplus records and ensure data retention schedules are adhered to
• Solve problems as they arise, ensure compliance to policy and procedures
• Create, update and maintain standard work. Order and maintain office inventory
• Manage and maintain surplus software and data entry
• Support auctions, order processing, the GSA (Fed) program, and auction pick up and shipping
• Create and maintain metal log. Coordinate and process requests between Federal agencies or military bases and our customers for the GSA program
• Maintain the Federal file following GSA specifications and create reports as required
• Process donee and agency property requests and disposal paperwork
• Generate internal and external invoices and create purchase orders and receipts through the state's accounting system
• Maintain and update donee information; prepare ADOT vehicle list; guide applicants through the application process; and process lost, stolen, missing and risk requests
• Collect payments through card and checks
• Generate internal and external invoices
• Process payment transactions and refunds
• Credit card and inventory reconciliation
• Prepare and monitor paperwork and reports sent to accounting (customer invoices, checks, etc)
• Reconcile vendors reports
• Generate reports for auctions sales totals and DOF's
• Update and audit the Tax and DOF report
• Report tax collection to accounting
• Audit incoming payments, shipping addresses, inventory, auction lots and donees on file
  

Knowledge of:

• Accounting principles and practices
• Online and in-person auction sales, setup and processing
• Methods and techniques of data processing as it relates to accounting practices
• Generally Accepted Accounting Principles
• State accounting rules
• Automated accounting systems, such as the Arizona Financial Information System (AFIS), Human Resources Information Solutions (HRIS), and Procure AZ
• Federal Property transfer process
• Surplus Property Management System software
• Packing and Shipping standards

Skills in:

• Customer service
• Researching, reading, analyzing, and evaluating documents and financial data and reports
• Accounting systems and mathematical computations
• Analyzing, interpreting, and communicating financial data
• Communication, both oral and in written, especially concerning accounting procedures, practices, and methodology
• Work techniques required in maintaining accounting records through automated system
• Time management & work organization

Ability to:

• Maintain the security of confidential and sensitive materials
• Assist in-person and phone customers in a fast-paced environment
• Preview auctions with customers
• Focus on details
• Adapt to changing priorities
• Respond to high-priority issues in a tactful manner
• Compile information and prepare reports
• Analyze and resolve complex problems
• Exercise judgment and discretion

• Background and reference check, including a criminal records verification

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 Arizona Department of Administration offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
  

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

• Participation in ASRS Lifetime Benefit Pension Plan after 26 weeks of employment

• If you have any questions please feel free to contact Christopher Langseth at christopher.langseth@azdoa.gov for assistance
• The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer