DEPT OF EMERGENCY AND MILITARY AFFAIRS

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

ADMINISTRATIVE SERVICE OFFICER

Job Location:

Work Location: Silverbell Army Heliport, Marana, AZ

Posting Details:

Salary: $17.6821 - $24.7085 per hour (DOE) 

Grade: 19

Closing Date: 10/30/2024

Job Summary:

This position provides full administrative support functions to the Physical Plant Supervisor II for the south region of the Facility Management Office. Position will assist the Physical Plant Supervisor in developing timely and accurate spread sheet reports of expenditures on purchase orders and credit cards; formulating and implementing policies and procedures relative to fiscal services and general business activities; developing and instituting improvements; submitting documents concerning Human Resource functions.

Job Duties:

• Responsible for daily accounting functions of encumbrances and budget tracking, accounts payable, vendor payments and credit card purchases. Acts as Liaison with agency accounting and purchasing staff.
• Ensures documentation and compliance with all ADOA accounting policies and procedures relating the AFIS transactions.
• Formulates cyclical and requested reports to all levels. Compiles and prepares special studies and reports regarding fiscal matters for the department supervisor and upper management.
• Responsible for record-keeping and accounting of all expenditures for each month.
• Acts as a personnel Liaison with DEMA HR staff. Assists in the submission of personnel action for the department. Performs other administrative tasks to include, submission of payroll and computer-based training, as well as ensuring staff submit documents in a proper format and in a timely manner.
• Reconciles various ledger control accounts with detail statements and activity reports. Makes general journal entries for various expense and cost allocation for projects.
• Directs maintenance personnel in the supervisor's absence by virtue of Pride Web work order program for urgent and emergency work request.
• Performs a wide variety of additional duties as assigned by the department supervisor.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
• Principles and practices of administration.
• Office management and organization.
• Fiscal management and budgetary controls.
• Purchasing practices and procedures.
• Computer and basic problem solving in order to assist staff.

Skilled in:
• Time management with administrative operations.
• The ability to perform difficult analytical tasks.
• The ability to provide sound critical judgment.
• The ability to establish and maintain effective working relationships.
• Problems solving and finding solutions when dealing with personnel in time management with administrative operations. 

Ability to:
• Work independently and direct an administrative services program for an organization.
• Handle confidential information with discretion.
• Adapt to varying competing demands.
• Demonstrate excellent customer service to staff and vendors via telephone and/or in person.
• Communicate effectively both orally and in writing. 

Selective Preference(s):

Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described. The preferred candidate should have college work in Budget, Accounting or Office management; two (2) years of experience working in a construction or facilities related office; knowledge of the Arizona procurement program and knowledge of the Pride program for work orders.

Pre-Employment Requirements:

Special Job Requirements:
• This position requires possession of and ability to retain a current,