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SHARED SERVICES COORDINATOR

  • 515048
  • PHOENIX
  • DEPT OF ADMINISTRATION
  • Full-time

DEPT OF ADMINISTRATION

Delivering results that matter by providing best in class support services.

SHARED SERVICES COORDINATOR

Job Location:

Human Resources Division 

100 North 15th Avenue Suite 302 

Phoenix, Arizona 85007 

Posting Details:

Salary: $40,000 - $50,000 

Grade: 19

Closing Date: Open until Filled (first review of resumes 2/1/2023)

Job Summary:

Reporting directly to the Shared Services CHRO, this position serves as the customer's initial contact with ADOA, located at the front office of Human Resources Division (HRD), and Benefit Services Division (BSD) and reports directly to the Chief Human Resources Officer (CHRO) Shared Services. The employee in this position has direct contact with call-in and walk-in customers for HRD & BSD. In addition, it will provide administrative support to the CHRO and Shared Services unit.

This position requires a very careful adherence to well-defined work where repeatable results are needed. The work is highly precise in nature and requires a very strong attention to detail. People-focused, while being reserved in nature Helpful, "service" orientation Strong focus on repeatable, very high-quality results

Job Duties:
  • Provides excellent customer service for call-in and walk-in customers for HRD, and benefit offices.
  • Interacts with visitors and employees, including management and executives, and ensures confidentiality.
  • Directs visitors, researches and answers questions, assists with navigation to State web sites, and transfers phone calls to appropriate staff.
  • Provides direct administrative assistance and support to the CHRO for Shared Services and the Shared Services unit.
  • Schedules meetings and coordinates travel arrangements.
  • Performs recruitment coordination by assisting with Predictive Index (PI), Kenexa scheduling (assessments for candidates) and other related activities.
  • Schedules appointments, organizes and coordinates meetings, and prepares documents for the meetings.
  • Creates agendas, attends meetings and takes minutes.
  • Completes special projects.
  • Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

  • Laws, regulations and trends in the area of assignment Local, state and federal resources in the area of assignment ADOA policies and procedures.
  • Google Suite and Microsoft Office for word processing, spreadsheets, presentations and email Office management procedures.
  • Problem solving techniques and understanding of quality customer service

Skilled in:

  • Verbal and written communication.
  • Effective time management and work organization.
  • Successfully dealing with irate customers Assist customers with navigation to State web sites

Ability to:

  • Assist customers on the phone and in person Establish and maintain effective working relationships.
  • Maintain confidentiality Plan, analyze, coordinate activities and establish priorities.
  • Develop and implement effective Standard Work processes.
  • Work under minimal supervision Adapt to changing priorities.
  • Respond to high priority issues in a tactful manner
Selective Preference(s):
  • 3+ years administrative and customer service experience

Pre-Employment Requirements:
  • 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).
Benefits:

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

  • Sick leave
  • Vacation with 10 paid holidays per year
  • 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

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

Retirement:
  • Positions in this classification participate in the Arizona State Retirement System (ASRS).
  • Please note, enrollment eligibility will become effective after 27 weeks of employment.
Contact Us:
  • If you have any questions please feel free to contact Shelia Wiggins-Wayne at shelia.wiggins@azdoa.gov or 480-645-2290 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.