BUSINESS OPERATIONS SPECIALIST Job Listing at Arizona Department of Economic Security in Phoenix, AZ (Job ID 532301)

Description

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: Office of the Director (OOD)
1789 West Jefferson Street, Phoenix, Arizona 85007 Posting Details: Salary: $44,097 - $51,394 
Grade: 19
Closing Date: March 12, 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!

DES is seeking an experienced and highly motivated individual to join our team as a Business Operations Specialist. This 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. Position assists in overseeing the use of P-cards and associated recordkeeping and reconciliation of financial transactions; compiles data from Arizona Procurement Portal (APP) and other reports for analysis; identifies problems and proposes solutions for all aspects of business operations; attends meetings to gather and disseminate information for use by the Division. Position supports and advises the Business Operations Administrator on key business issues, maintains Department standards and procedures, working across functions to facilitate internal communications, and ensures effective information flow regarding all aspects of work product and deliverables to business operations partners.

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 Duties and Responsibilities include but are not limited to:

• Creates, amends, and closes purchase requisitions, including gathering and reviewing information in State contracts and agreements. Validates and reconcile receivers and invoices for payment; prepare claim memos and payment vouchers. Verifies and submits requests for telecom and mobile devices and other IT-related equipment.
• 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.
• 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
• Lean management system
• Advanced functions of Microsoft Office applications; database management
• Spreadsheets
• Concepts of system processes, design, and controls within a complex automated financial reporting environment
• Analytical and evaluative methods and techniques
• Organizational techniques that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Accounting and math techniques
• Research methods
• Proactive approaches to problem solving with strong decision-making process
• Arizona Financial Information System (AFIS) and Arizona Procurement Portal (APP)

Skills In:

• Researching, prioritizing, and following up on issues and concerns
• Communicating complex concepts
• Disseminating and interpreting operational policies and procedures
• Accomplishing new and different requests
• Managing projects
• Maintaining credibility, trust, and support with colleagues throughout the organization
• Logical thinking and problem solving
• Business process management and process improvement
• Resource management
• Planning and managing time
• Effective administrative writing
• Conducting research
• Maintaining credibility, trust, and support with colleagues throughout the organization

Ability to:

• Independently analyze data and issues, detect trends and potential problem areas, and focus on solutions
• Act on opportunities to improve quality, service and productivity
• 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
• Remain adaptable to various competing demands
• Demonstrate the highest level of colleague/ customer service and response

Selective Preference(s):

This ideal candidate for this position will have:

• Bachelor's degree in a field appropriate to the area of assignment and three (3) years of related experience; or, seven (7) years of related experience; or, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
  

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).
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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 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 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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