Job Description

ARIZONA BARBERING AND COSMETOLOGY BOARD


The Arizona Barbering and Cosmetology Board's mission is to protect the public's health and safety by licensing qualified schools, establishments, and individuals, and ensuring compliance with state statutes and regulations.

ADMINISTRATIVE SERVICES OFFICER 2

Job Location:

1740 West Adams Street


Phoenix, AZ 85007

Posting Details:

Salary: $43,981- $55,000



Grade: 21



Open Until Business Needs Are Met

Job Summary:

Under general supervision, prepares the Department's daily cash receipts reconciliation report, reconciling with those entered in the Department's internal licensing system, and entering cash receipts in the statewide accounting system (AFIS). Enters vendor claims, internal transfers, and other accounting transactions into the State's accounting system (AFIS). Invoice purchasing in the Arizona Procurement Portal (APP). Reviews independent contractor billings and enters them into the statewide accounting system (AFIS).



Consults with the supervisor to resolve complex issues; applies accounting principles and practices of governmental accounting while exercising discretion and independent judgment within the Administration Division's established practices; and performs related work as required.


This position may be available for remote work within Arizona (Tuesday & Wednesday in the office).

Job Duties:

Processes and enters vendor claims, internal transfers, and other accounting transactions into the State's accounting system (AFIS). Invoice purchasing in the Arizona Procurement Portal, and performs all related procurement activities in accordance with State statutes, policy, and procedures. Verifies the accuracy of invoice information and vendor remittance addresses

Enters cash receipts into the statewide accounting system (AFIS) for all fees received. Performs reconciliation of revenue transactions between the statewide accounting system (AFIS) and the Department's internal licensing database. Runs and distributes reports as needed and provides assistance in researching and clearing items

Maintains the Department's daily cash receipts report, ensuring that receipts are accurately categorized by fee type, recorded to the proper accounting fund, and entered in the agency database program. Researches and resolves any inconsistencies between the receipt and supporting documentation

Provides administrative & technical assistance to the BCB leadership team regarding work plans & operational strategies, including goals, objectives, accountability, & quality related to various projects. Responds to inquiries from the public & private sectors on behalf of the ED and leadership team

Audit/review employee travel claims for submission into HRIS. Reviews independent contractor billings and enters into AFIS. Communicates with the Business Administrator concerning billing and payment issues, research, and other accounting matters

Acts as a liaison to the Arizona Barbering and Cosmetology Board, including attendance at regularly scheduled board meetings and writing official board minutes

Knowledge, Skills & Abilities (KSAs):

Knowledge:

In-depth knowledge and understanding of the creation, development, and editing of high-level business communications (i.e., letters, memos, emails, and reports)

General knowledge of governmental organizations, and State and Federal rules/regulations governing BCB

Microsoft computer programs such as Word, EXCEL, ACCESS, Outlook, and SharePoint

Appropriate data gathering, summarization methods, and report preparation

Google Office Suite Products - Docs, Sheets, Drive, Calendar, Email

General knowledge of personnel rules, policies, and procedures

Standard office and administrative practices

Procedure analysis and policy development

Basic accounting and budgeting concepts

Basic strategic planning concepts

Time-line management

Skills:

Analyzing and comprehending complex issues by extracting and manipulating data from multiple and diverse resources (such as, but not limited to, databases, articles, various types of emails, and reports)

Excellent skills in writing/formatting/editing business communication, including letters, memos, emails, and reports

Excellent oral and written communication, including graphic presentation of information/data

Handling sensitive matters, including those of a highly confidential and/or legal nature

Use of Google Office Suite Products - Docs, Sheets, Drive, Calendar, Email

Use of Microsoft Office - Word, EXCEL, ACCESS, Outlook, SharePoint

High-level skills in analyzing, problem-solving, and decision-making

Prioritizing and multitasking, and working independently on projects

Establishing and maintaining effective working relationships

Project planning, coordinating/organizing, and completion

Excellent research skills (e.g., Internet and other sources)

Ability:

Provide professional executive-level administrative and technical support to the Executive Director in areas of program policy, development, and implementation

Handle assignments and situations that are highly sensitive and confidential, including legal or personnel-related matters

Review and evaluate program activities analytically and develop effective work plans and methods for improvement

Generate correspondence, including business letters, memos, and emails, on behalf of the ED

Act as a liaison between higher executives, other employees, and inter- and intra-agency

Work and act independently, requiring self-initiative, as well as work as part of a team

Judgment, problem-solving, critical thinking, and decision-making ability

Coordinate and track projects/assignments from start to completion

Develop and implement functional program objectives

Prioritize and manage tasks and assignments

Be adaptable and multi-task

Selective Preference(s):

Combination of education and work experience that shows 1-3 years of progressively higher-level executive or administrative responsibility with senior-level management and supervisory experience

Experience in state government preferred

Pre-Employment Requirements:

Must possess a valid Arizona driver's license and be able to maintain a driving record in accordance with Department policy

Individuals may be required to use their personal motor vehicle

If this position requires 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.*

Benefits:

The State of Arizona offers a comprehensive benefits package to include:

Sick leave

Retirement plan

Health and dental insurance

Vacation with 10 paid holidays per year

Life insurance and long-term disability insurance

Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

Retirement:

Positions in this classification participate in the Arizona State Retirement System (ASRS)

Please note, enrollment eligibility will become effective after 27 weeks of employment

Contact Us:

* If you have any questions, please feel free to contact Brian Westerberg at brian.westerberg@azdoa.gov for assistance.