Administrative Services Officer 2

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

ADMINISTRATIVE SERVICES OFFICER 2

Arizona Department of Administration (ADOA), General Services Division (GSD)

Main Office Location: 1840 W Jackson, Phoenix, AZ 85007

This position may offer the ability to work remotely on a hybrid basis, within Arizona, based upon the department's business needs and continual meeting of expected performance measures; In person attendance is required

Salary: Up to $61,591 

Grade: 21

Open Until Filled 

The Arizona Department of Administration (ADOA), General Services Division (GSD), is seeking a highly motivated and experienced individual to fill the role of Administrative Services Officer 2. This position offers a unique opportunity to manage and direct the business operations of our facilities maintenance and operations team.

The ideal candidate will be a skilled administrator with a strong understanding of dispatching, database management, and procurement processes. You will play a critical role in supporting our organization's key business processes. This includes assisting with capacity planning, developing business plans, establishing standard operating procedures, and managing budgets, as well as producing weekly and monthly operational reports. You will also oversee the Customer Service Help Desk and ensure the efficient processing of all maintenance requests through our computerized maintenance management system (CMMS), including work tickets, inventory reports, and building cost tracking.

In this role, you will provide oversight of our departmental databases, ensuring data accuracy, timely updates, and user training. You will also manage API configurations, reports, and cost allocation data within the system. Additionally, you will ensure the accurate and efficient processing of purchase orders and invoices, manage inventory for critical assets (including technology equipment), and conduct regular audits to ensure compliance.

If you are a results-oriented leader with a proven track record in business operations and a passion for continuous improvement, we encourage you to apply!

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.

• Reviews and analyzes managerial data and reports to maintain effective production and cost efficient programs
• Working with data; intermediate to advanced Excel/google sheets and pivot tables skills
• Administers and implements plans to meet the priorities and goals of the strategic plan
• Identifies continuous improvement opportunities in order to contribute to customers' expectations, as well as to the team
• Ensures effective measures to demonstrate continuous performance and efficiency progress
• Customer Service Help Desk: Oversees the CMMS and is responsible for receiving, documenting and processing all incoming requests for maintenance service(s) to include, completing work tickets, generating reports, tracking costs, etc
• Troubleshoots complex technical or personnel issues referred by staff
• Issues work assignments to subordinate staff and coordinates with multiple agencies and divisions to satisfy customer needs
• Provides purchasing and accounting support for the FOAM department
• Responsible for all aspects of the cost allocation data entry and reporting
• Ensures requisitions, invoices and receipts are processed timely and efficiently
• Conduct spot audits and annual audits to ensure compliance
• Provides administrative oversight to the Facility Maintenance database systems to ensure all information is maintained correctly
• Works with staff and vendors on any changes for information input, system updates, or process and procedure changes
• Manage all API configuration and reports generated by databases
• Other duties as assigned including special projects assigned by upper management

Knowledge of:

• Database and inventory management practices
• Arizona State Procurement Code and associated rules/regulations
• Principles and practices of employee supervision and training
• Budget Development/implementation principles and procedures
• Record-keeping/report preparation procedures

Skills in:

• Business Negotiation
• Decision-Making
• Intermediate to advanced Excel/google sheets and pivot tables skills
• Critical thinking and problem solving skills
• Time management, planning and work organization
• Communication Skills
• Persuasiveness
• Team work
• Customer service
• Researching, reading, analyzing and evaluating documents and financial data and reports
• Leadership
• Conflict management

Ability to:

• Delegate tasks
• Adapt to changing priorities
• Assist customers in a fast paced environment
• Focus on detail
• Analyze and resolve complex problems
• Compile information and prepare reports
• Exercise judgment and discretion
• Respond to high priority/stressful issues in tactful manner
• Train and supervise staff

• Knowledge GAAP for accounts payable and receivable
• Intermediate to advanced Excel/google sheets and pivot tables skills

• 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