ADMINISTRATIVE SERVICES OFFICER 2

ADMINISTRATIVE SERVICES OFFICER 2 

Address: MISSION PARTNERS DIVISION
1110 W. WASHINGTON STREET, PHOENIX, AZ 85007

Salary: $60k-$65k 

Grade: 21

Closing Date: Open until filled

The Business & Finance Unit is currently seeking a highly qualified Administrative Services Officer 2. This position will work closely with division/ programs in providing the necessary fiscal and business information needed.

Key responsibilities include:
● Financial Planning and Forecasting: Oversee financial planning, monitoring, and analysis, including revenue forecasting and expenditure projections in collaboration with program management.
● Fund Health Assessment: Utilizing revenue and expenditure forecasts to determine cash balances and assess the overall financial health of the agency's funds.
● Reporting and Data Integrity: Ensure data integrity and perform financial and statistical analysis to support reporting for all levels of management, including OSPB, JLBC, and legislative committees.
● Legislative Support: Monitor legislative bills impacting the agency and provide impact analyses and implementation support.
● Collaborative Support: Confer with Section Managers and Division Directors to address their budgetary and federal funding requirements, and provide high-level customer service to all personnel.
● Reconciliation: Reconcile annual spending plans for federal awards and state funds at the agency fund level.

This position is available for remote work on a full-time basis within Arizona (including virtual office arrangements).

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.

Financial Analysis & Reporting
● Prepare monthly and quarterly statistical reports on state and federal fund sources.
● Monitor funds, revenue, and cash balances to evaluate program longevity.
● Forecast fee fund revenues and expenditures to determine appropriate fee levels.
● Utilize financial systems (e.g., Tableau, Anaplan, AZ360) and other appropriate financial tools for budget and expenditure tracking/reporting.

Budget Management & Collaboration
● Collaborate with section managers and division directors to develop financial plans and prepare budgets.
● Prepare budget load and transfer documentation.
● Partner with senior budget analysts to provide high-level financial support to program staff.

Operations & Personnel Support
● Collaborate with the business operations group to deliver reporting and advisory support regarding procurement budget availability. Manage and direct activities related to personnel support.
● Monitor and record all personnel expenditures related spending.
● Use the designated database to generate and review funding adjustments and various personnel-related records.
● Provide budget guidance to the business operations team.
● Develop and maintain team performance metrics in collaboration with team members.
● Manage written correspondence and maintain essential project documentation.
● Perform other duties as assigned (typically 5%–10%).

KNOWLEDGE:
● Government accounting and budgeting principles, forecasting, resource allocation, and planning.
● Funding mechanisms (appropriations, grants, fee-based) for complex governmental financial operations.
● Federal regulations, Arizona Revised Statutes, and agency/State policies and procedures.
● Researching and compiling information.
● Applicable State statutes, rules, and regulations concerning the Department and section.
● State government and department organizational structure.
● Confidentiality.
● Microsoft Office and G-Suite/Workplace.

SKILLS
● Strong problem-solving, analytical, and data analysis skills, including the use of financial systems and software.
● Proficiency in process improvement.
● Excellent verbal and written communication of budget issues and financial information to all staff levels.
● Effective time management.
● Strong fact-gathering, statistical, and abstract analysis skills.
● Excellent customer service for internal and external customers.

ABILITIES
● Analyze, interpret, and communicate complex financial data effectively.
● Maintain professional relations and communicate well with all customers.
● Collaborate productively in individual and group settings.
● Prioritize, organize, and complete multiple tasks by deadlines.
● Demonstrate organization, analytical skills, professionalism, and sound judgment in problem-solving and establishing priorities.
● Complete accurate tasks and meet deadlines.
● Work under pressure to meet deadlines, exhibiting initiative, prioritizing effectively, and adapting to changing priorities and assignments.
● Learn and apply LEAN principles for continuous problem-solving and value creation.
● Work independently with minimal supervision.
● Work as a team player within several divisions.
● Show initiative and adapt to changing priorities.
● Respond to inquiries with tact and timely information.
● Build positive relationships with staff and the public.
● Provide accurate work and timely status reports.
● Apply analytical skills and sound judgment to solve problems.
● Travel or work remotely as required.

● Bachelor’s degree in accounting, finance or business administration preferred
● OR Minimum 3 years’ experience in such fields as personnel, budget analysis, purchasing, accounting, data processing or related administrative services work.
● OR Any combination of training and experience that meet the knowledge, skills, and abilities (KSAs).

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).

Among the many benefits of a career with the State of Arizona, there are:
· 10 paid holidays per year
· Accrual of sick and annual leave beginning at 12 and 13 days per year respectively for full-time employees
· Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
· A top-ranked retirement program with lifetime pension benefits
· A robust and affordable insurance plan to include medical, dental, life, short-term and long-term disability
· An incentivized commuter club and public transportation subsidy program
· We promote the importance of work/life balance by offering workplace flexibility
· We offer a variety of learning and career development opportunities

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

ASRS LIFETIME BENEFITS

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting [email protected].
Requests should be made as early as possible to allow time to arrange the accommodation. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.