What are the responsibilities and job description for the ADMV SVCS OFFCR position at State of Arizona?
Operation Support Unit Supervisor is a direct report to the Business Support Services Administrator within the Department of Child Safety (DCS) and has direct management over the Operations department within the Office of Real Estate. In addition, Business Support Services Huddle Board, Metrics and Data reports, Share point website for all Business Support Services departments, and overseeing staff that are responsible for; multiple contracts, Accounting and Procurement cross functions, updating internal procedures, oversight of the automated ORE software program (currently Landport) as well as coordinate all leases between agencies and other stakeholders.
- Provides direction to Facility Tech's, reviews and approves invoices, oversight of the Landport system, coordinate facility services (e.g. Pest control, maintenance repairs, surplus and vendors) reviews and processes all Leasing Documents.
- Responsible for the accuracy and reporting captured in the Huddle Boards for the department, standard reporting of Metrics/Data, customer reports. Point of contact for all department Share Point websites.
- Works with Procurement to develop scopes and contracts for commodities that directly affect the Department of Child Safety (e.g. Novitex Mailroom, Janitorial services, Security guards).
- Reviews and approves all requests for requisitions and ensures that the Office of Real Estate staff are following the Procurement code and completing Procurement requests accurately.
- Trains, advises and assists project coordinators setting up utilities, services and to identify building liaisons. Assists the Real Estate Manager with conducting biannual building liaison training, develops reports, updates all forms as needed.
- Monitors costs of all Office or Real Estate projects (e.g. furniture, tenant improvements and all other building related projects) are charged to the correct funding. Coordinates invoice processing with our accounting department.
- Other duties as assigned as related to the position.
- Comprehensive understanding of governmental structure including program(s) functions within that structure, must know techniques to carry out goals and objectives and assist the Business Support Services Administrator in accomplishing these goals.
- Must have an understanding of DCS lease documents, contract administration, state process and procurement code. Fundamental administrative support activities.
Skills in:
- Motivating all involved parties and possess strong problem solving skills. Proficient in statutory and rules interpretation, issue identification and resolution. Written and oral communication of complex concepts. Coordinating developing and facilitating training activities for new and tenured staff. Proficient with software such as Excel, Word and databases.
Ability to:
- Must be able to plan evaluation and improvement processes to aid the development of solutions to complex systems problems; oversee comprehensive administrative services and detect trends and potential problem areas; establish and maintain good working relationships. Adapt to changing priorities, multi-task; and be flexible.
The ideal candidate will possess a Bachelor's degree from an accredited college or university in business management or three or more years of experience at a lead or supervisor level managing an office with average to complex administrative work in budget preparation, analysis monitoring, financial reporting and/or related activities.
In-state travel is required. Requires possession of and ability to retain a current, valid state-issued driver's license appropriate to the assignment. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)
Benefits include:
- Paid sick leave.
- Paid vacation that includes ten (10) holidays per year.
- Competitive health and dental insurance plans.
- Life insurance and long-term disability insurance.
- Vision coverage.
- Short-term disability insurance.
- Deferred compensation plans.
- Supplemental life insurance.
- Employee wellness plans
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Positions in this classification participate in the Arizona State Retirement System (ASRS). Enrollment eligibility will become effective after 27 weeks of employment.
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-255-2903.
Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.
