DEPT OF TRANSPORTATION

Driving the future of transportation with a diverse and innovative team
To learn more about the ADOT team CLICK HERE

Address:  800 W Washington St. Phoenix, AZ

This position may be available for remote work within Arizona (2 days per week in the office)

Salary: $51,100 - $61,100 

Grade: 19

Anticipated Salary: $56,100

This position provides administrative support to the Financial Management Services (FMS) Division and the unit managers and supervisors. Administrative support activities include but are not limited to; answering phones, scheduling meetings, point of contact for public inquiries, coordinating correspondence, performing research and developing a variety of internal and external reports and presentations, tracking training requirements and performance measures, managing record retention efforts, ensuring follow-up on unit assignments to ensure that deadlines are being met, and providing fiscal services such as completing: travel reimbursement requests, procurement requests, inventory, and human resources (HR) support related activities. Some of these duties will require a high level of discretion, especially as it relates to HR personnel actions. Additional duties as assigned.

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.

Essential Duties and Responsibilities include but are not limited to:

• Provides administrative support to the Financial Management Services (FMS) Division and the unit managers and supervisors and act as a backup for other FMS administrative support. Support includes but is not limited to: answering phones, planning meetings, act as point of contact, coordinate correspondence, various tracking and reporting, inventory, and record retention
• Provide fiscal services such as completion of timesheets proxy review, travel reimbursement requests, and procurement requests
• Coordination of Human Resources activities for the division such as; recruitment, onboarding, personnel actions, position descriptions, and maintaining the division's organizational charts

Knowledge of/in:

• Procedures, analysis, techniques, and principles
• Microsoft Office Suites (Word, Excel, PowerPoint and Visio) and Google Suites (Docs, Sheets, and Slides)
• Using the Human Resources Information
• System (HRIS - HR & Payroll), and the Arizona Payment Portal (APP - Procurement)
• Computer database and spreadsheet applications, compilation of data

Skills in:

• General office skills, principles, and practices of office administration
• Research and problem solving skills

Ability to:

• Prioritize and organize a diverse workload and be able to complete long term projects while continuing to handle daily business activities and new assignments
• Handle multiple tasks efficiently
• Develop procedures, analyze problems, and design effective plans for program improvement
• Communicate with staff to improve processes of assigned programs, develop management reports, and implement changes to administrative processes to improve office efficiency
• Learn and apply State and Agency policy, personnel rules, records management, advantage financial system, and procurement rules
• Recruitment and hiring procedures and use of the HRIS

The ideal candidate for this position will have:

• A strong background and experience in office administration and at least three years of experience working in a high profile financial or administrative office environment
• Knowledge of HRIS, APP, personnel, payroll and procurement processes
• Strong skills in Microsoft Office applications and Google Suites

This position requires possession of a valid Arizona Class D Driver License. Candidates for this position must complete and sign PART 1 of the State of Arizona Application for Employment at the time of interview, which will allow ADOT to obtain the candidate's motor vehicle record (MVR). If considered, PART 2 of the State of Arizona Application for Employment allows a record review and reference check. The most recent 39-month period shown on the MVR will be reviewed in accordance with A.A.C. R2-10-207.11 (H) and (I). The review must show an acceptable driving record prior to any offer of employment being made by ADOT. Employment is contingent upon an acceptable MVR and record review/ reference check.

The Arizona Department of Administration offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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

Mandatory participation in the Arizona Retirement System (ASRS) is required.

Arizona State Government is an EOE/ADA Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 712-7279. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.