Business Operations Administrator

DEPARTMENT OF ECONOMIC SECURITY

Your Partner For A Stronger Arizona.

DES works with families, community organizations, advocates and state and federal partners to realize our collective vision: A thriving Arizona.

DES serves more than 3 million Arizonans. Our Mission is to strengthen individuals, families, and communities for a better quality of life.

BUSINESS OPERATIONS ADMINISTRATOR

Job Location:

Child and Community Services Division 
1789 West Jefferson Street, Phoenix, Arizona 85007

Posting Details:

Salary: $93,300 - 113,400 

Grade: 26

Closing Date: November 8, 2024

Job Summary:

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals who are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here  to view ‘Our DES’ video. Come Join the DES Team!

DES is seeking an experienced and highly motivated individual to join our team as a Business Operations Administrator. The Business Operations Administrator (BA) supports operational teams, including finance, contracts, accounting, travel, facilities, audit, etc. that support the Arizona Early Intervention Program (AZEIP), childcare, hunger relief, interpersonal violence, homelessness, rental and utility assistance, and community action services. Administers a large budget, made up of multiple fund sources (federal, state, and other), and managing a large volume of contracts and intergovernmental agreements. The BA is responsible for high-level leadership and managerial work of considerable complexity in planning, organizing, staffing, directing, coordinating, and evaluating the operations of the Division to ensure adherence to budget and procurement limits and practices, compliance with all applicable federal and state laws, regulations, rules, and policies, alignment between strategic direction and day-to-day operations, and improved client outcomes and increased DES capacity to effectively serve individuals, families and communities. This position may require driving or the use of a vehicle as an essential function of the job to conduct State business.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords flexibility, autonomy and trust. Across our many agencies, boards, 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.

Job Duties:

Essential Responsibilities include but are not limited to:

• Direct and manage the daily operations the Division's Finance and Business Operations Unit (FBO), including delegation of work priorities and supporting leaders to instruct, explain, and counsel contracts and fiscal staff in carrying out a variety of tasks including budget development, budget management, contracts development, negotiations, and monitoring the efficiency, effectiveness, and productivity of the unit.
• Administers financial activity, short and long-term planning, operations, information, risk, finance and accounting infrastructure, procurement, budgeting, forecasting, projections / analysis and grants in compliance with federal and state laws, regulations, rules and policies.
• Reviews and approves a variety of financial statement and reports, ensuring accuracy, completeness and compliance with Generally Accepted Accounting Principles (GAAP) and interprets impact. Acts as the point of contact for the Auditor General's Office and as the liaison to Financial Services Administration, represents the Division on various committees, and prepares and delivers presentations.
• Provides analysis and recommendations, interprets and determines policy related to general fiscal and contractual processes, and drafts executive correspondence.
• Address the unit's personnel needs, including direct or delegated hiring, on-boarding, training, supervision and coaching, regular feedback and annual performance appraisal, and engagement with Human Resources to address performance and behavior issues.
• Lead the FBO team and coordinate with other Department and Division teams to implement strategic planning and continuous process improvement, track and report on division progress in achieving performance goals and objectives.
• Manage the acquisition and inventory of infrastructure needs for central and field operations, such as facilities, information technology, and vehicles. Approve requests for supplies, equipment, and travel. Act as the Division's point of contact for facilities related issues. Oversee facilities management and identifies cost reduction strategies for modifications or improvements.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• State laws, rules, regulations and procedures, goals and responsibilities
• State personnel rules and guidelines
• Cost Allocation Plans
• Generally Accepted Accounting Principles (GAAP)
• The methods and techniques of automated accounting systems
• Reference materials such as federal regulations
• Financial research methodologies
• Effective leadership and managerial practices, and supervisory techniques
• Conflict resolution and mediation techniques
• Community and public relations
• A variety of computer software packages (e.g., Excel, Word, Power-point, Google Suite, etc.)

Skill in:

• Analysis, interpretation and communication of financial data
• Supervision and interpersonal skills and imparting knowledge to others
• Oral and written communication
• Examining, developing, re-engineering, and recommending financial policies and procedures
• Public speaking
• Analytical thinking and strategic problem solving
• Facilitating complex interdependent projects
• Time management

Ability to:

• Effectively manage teams
• Meet performance measures while providing excellent customer service
• Build and maintain effective professional and interpersonal relationships
• Demonstrate excellence in managing finance, accounting, budgeting, control, and reporting
• Inspire, mentor, and guide staff towards positive outcomes
• Interpret raw data and/or information and quickly analyze, evaluate, and implement solutions to increase efficacy and efficiency for programs
• Exercise a high degree of discretion and independent judgment

Selective Preference(s):

The ideal candidate for this position will have:

• BA/BS in business/public administration, Certified Public Accountant or closely related field
• Five years of professional experience in accounting, contracts management, social service programs, human service fields, or other public policy
• Preference will be given to candidates with an MA/MS in business and who have at least three years of supervisory experience

Pre-Employment Requirements:

• This position may require 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. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
• Successfully pass background and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• Employee shall obtain and maintain a valid Level One Fingerprint Clearance Card that meets DES requirements for a Level One card pursuant to Arizona Revised Statute 41-1969.
• The ability to secure and maintain clearance from the Department of Child Safety Central Registry and the Adult Protective Services Registry.

Benefits:

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

• Affordable medical, dental, life, and short-term disability insurance plans
• Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
• 10 paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Sick time accrued at 3.70 hours bi-weekly
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities
• Flexible schedules to create a work/life balance

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

Retirement:

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

Contact Us:

For questions about this career opportunity, please contact us Yolanda Knori at 480-435-0897 or OODHRstaffing@azdes.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Yolanda Knori at 480-435-0897 or OODHRStaffing@azdes.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

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