ARIZONA DEPARTMENT OF ADMINISTRATION

Delivering results that matter by providing best in class support services.

Financial and Administrative Business Coordinator

Job Location:

Director's Office, Financial Planning and Analysis Unit

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

Main Office Location: 100 North 15th Avenue, Phoenix, AZ 85007

Posting Details:

Salary: $70,000 to $80,000 (DOE) 

Grade: 23

Open Until Filled

Job Summary:

The Arizona Department of Administration (ADOA), Director's Office, Financial Planning and Analysis Unit, is seeking an experienced and highly motivated individual for the position of Administrative Services Officer 4. This pivotal role is responsible for the comprehensive oversight of the day-to-day administrative services within the Financial Planning & Analysis team. The successful candidate will provide regular support to the Director's Office and frequent support to all other ADOA divisions. Key responsibilities include critical operations-related functions, contract and inventory management, workforce planning, and general business management. This position will regularly collaborate with team leadership, central budget staff, procurement officers, and accounting staff to strategically address purchasing needs, budget priorities, and overall financial positioning.

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.

Job Duties:

• Financial Planning, Tracking, and Reporting - Track and forecast revenues, expenditures, encumbrances, and budget capacity. Prepare and reconcile financial reports and projections with central budget/accounting. Coordinate billing, monitor accounts, track expenditures and revenues. Support division billing and collection efforts for services. Assist in the creation and maintenance of Chart of Accounts (COAs). Monitor financial activity for accuracy, resolve discrepancies.
• Procurement and Purchasing Oversight - Provide primary division review and approval of all purchasing. Coordinate with accounting on purchase orders, receipts, and invoice payments. Reconcile and approve division purchasing card activity. Manage vendor agreements and equipment/software life cycles.
• Operational and Administrative Support - Coordinate business operations, including workforce planning and inventory tracking. Manage Interagency Service Agreements (ISAs): track status, deadlines, compliance, and financial execution. Own and manage shared team inbox: triage messages, track follow-ups. Maintain and update shared team calendar and project management systems (e.g., Asana).
• Stakeholder Coordination and Communication - Confer with division leaders and facilitate communications across internal teams (budget, HR, procurement). Serve as primary contact for external customers and project stakeholders. Collaborate with internal stakeholders to gather documentation and maintain ISA and financial records.
• Policy and Procedure Development Draft - revise, and implement administrative policies and procedures in alignment with ADOA guidelines, Arizona Revised Statutes, and applicable regulations. Assist division leadership in interpreting and applying policy directives and administrative rules. Collaborate with internal departments and external agencies to gather input and ensure policy clarity and accuracy.

Knowledge, Skills & Abilities (KSAs):

Knowledge of:

• Fiscal management
• Budgetary control
• AZ360
• State Procurement System
• State laws
• ADOA policies and procedures
• Budget process
• Project management
• Spreadsheets

Skills in: