Business Operations Specialist

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 SPECIALIST

Job Location:

Child and Community Services Division (CCSD)

1789 West Jefferson Street, Phoenix, Arizona 85007
www.azdes.gov

Posting Details:

Salary: $49,284 - $54,760 

Grade: 19

Closing Date: February 23, 2025

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!

The Department of Economic Security, Office of the Director (OOD) / Child and Community Services Division (CCSD) is seeking an experienced and highly motivated individual to join our team as a Business Operations Specialist. With direction from the Business Operations Administrator, the position is responsible for work of considerable difficulty concerning the Division's business activities, including creating purchase requisitions, processing invoices, claim memos, payment vouchers, in-state and out-of-state travel requests, telecom and mobile device requests, fingerprinting invoices, facility reconfiguration, relocation, and furniture or build-out projects, and maintaining records for different business activities.

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

The state of Arizona strives for a work culture that affords employees 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:
• Create, amend, & close purchase requisitions, including gathering and reviewing information in State contracts & agreements. Validate & reconcile receivers & invoices for payment; prepare claim memos & payment vouchers. Verify & submit requests for telecom & mobile devices & other IT-related equipment. Execute projects to define, develop & organize tasks involved in facility reconfiguration, relocation, & furniture & build-out projects.
• Acts as backup contact with the Department of Public Safety (DPS). Assists in coordinating the review of weekly fingerprinting invoices received from DPS with all DES divisions and the Financial Services Administration to ensure timely payment.
• Assists in overseeing the use of P-cards and associated recordkeeping and reconciliation of financial transactions. Requests for in-state and out-of-state travel according to guidelines outlined in the State of Arizona Accounting Manual (SAAM). Processes requests, maintains records of all transactions, and reconciles monthly billing statement.
• Identifies and analyzes issues and proposes solutions to streamline processes in all aspects of Business Operations. Provides recommendations for improvement in business workflows and processes. Updates policies and procedures. Maintain records for different business activities.
• Attends meetings as requested to gather and disseminate information to Business Operations Administrator and other colleagues.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Principles and practices of administration with special reference to organization, project management, fiscal management, and budgetary control.
• Concepts of system processes, design, and controls within a complex automated financial reporting environment.
• Analytical and evaluative methods and techniques.
• Organizational techniques.
• Accounting and math techniques; research methods.
• Proactive approaches to problem solving with strong decision-making process.
• English grammar and spelling, and basic mathematics.
• Administration of contracts.
• Arizona Procurement Portal (APP) and Arizona Financial Information System (AFIS).

Skill in:
• Oral and written communication.
• Researching, prioritizing, and following up on issues and concerns.
• Disseminating and interpreting operational policies and procedures.
• Managing projects.
• Conducting research and independently analyzing data and issues, detecting trends and potential problem areas, and focusing on solutions.
• Maintaining credibility, trust, and support with colleagues throughout the organization.
• Logical thinking and problem solving.
• Business process management, process improvement and resource management.
• Planning and time management.
• Maintaining credibility, trust, and support with colleagues throughout the organization.
• Using a variety of computer software packages (e.g., Excel, Word, databases, spreadsheets, Access, PowerPoint, Google Suite, etc.).

Ability to:
• Write and edit clear, concise and accurate documents and reports.
• Act on opportunities to improve quality, service and productivity.
• Take responsibility and ownership of successes and failures.
• Comprehend, analyze, interpret, and reconcile financial data.
• Prioritize conflicting needs.
• Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Build relationships and collaborate effectively with all levels of internal/external customers/ partners.
• Determine appropriate course of action, referral, or response.
• Learn and adopt new technological or process changes.
• Adhere to compliance with applicable rules and regulations.
• Handle confidential information with discretion.
• Adapt to various competing demands.
• Demonstrate the highest level of colleague/ customer service and response.

Selective Preference(s):

The ideal candidate for this position will have:

• Bachelor's degree from an accredited college or university in Business, Finance, Accounting, Management or closely related field and two (2) years of purchasing or related experience; OR four (4) years of purchasing or related experience.

Pre-Employment Requirements:

• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
• 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.
• If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply. 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). 

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 Benson Walker at (480)318-4150 or email Bensonwalker@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 calling (480) 318-4150. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.

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