Arizona Department of Education

Reporting directly to the Chief Financial Officer, this position will perform a variety of complex administrative tasks and office duties for the Finance Team.

Rare in-state travel is required for this position.

The Arizona Department of Education currently utilizes a hybrid work environment, with up to two days of remote work (contingent upon business needs). Candidates should apply with an ability and willingness to work in-office up to five days per week as business needs necessitate.

Performs general office duties for the division such as, but not limited to:
• Welcomes guests and customers;
• Answers and manages incoming calls;
• Opens, sorts, and distributes incoming mail and email;
• Orders office supplies for the division;
• Coordinates activities with other departments.

Provides direct administrative support for the Chief Financial Officer such as, but not limited to:
• Organizes and maintain files and records;
• Schedules meetings and appointments;
• Prepares and edits correspondence;
• Answers phones as needed;
• Maintains confidentiality in all work performed;
• Manages and maintains executives' schedules, appointments, and calendars;
• Assists Deputy Associate Superintendents with schedules as needed;
• Provides administrative support to other directors within the division and liaises with internal staff at all levels;
• Contacts and sets up interviews with potential candidates for open positions and makes arrangements for interview panel;
• Maintains security and access to all Finance shared files and applications;
• Collects and analyzes data to prepare reports and documents;
• Tracks agency’s operating expenditures and compares to budgets;
• Conducts research for special projects utilizing AZ360/AFIS, HRIS, APP, Grants Management Enterprise, CNPWeb, AZeds, and other ADE databases as requested;
• Maintains centralized filing system for all federal grant awards notifications, state appropriations, and contracts and ISAs for Accounting and Budget units.

Knowledge in:
• Principles and practices of office administration
• Accounting and budgeting procedures

Skills in:
• Good listening
• Verbal and written communication
• Organization
• Problem solving
• Time management
• Intermediate to advanced skill in using Microsoft Outlook, Word, and Excel

Ability to:
• Plan, analyze, coordinate activities, and establish priorities
• Work independently, with limited or no supervision at times
• Adapt to changing priorities
• Maintain confidentiality
• Comprehend state and federal statutes, laws, and regulations

Preference will be given to those applicants with:
• Advanced knowledge of the AZ360/Arizona Financial Information System (AFIS)
• Advanced knowledge of the Human Resources Information System (HRIS), as it relates to payroll and payroll reporting

• Offers are contingent upon successful completion of all background and reference checks, required documents and, if applicable, a post-offer medical/physical evaluation.

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.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:

• Affordable medical, dental, life, and short-term disability insurance plans
• Top-ranked retirement and long-term disability plans
• Ten paid holidays per year
• Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
• Sick time accrued at 3.70 hours bi-weekly
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Deferred compensation plan
• Wellness plans

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

You will be required to participate in the Arizona State Retirement System (ASRS) upon your 27th week of employment, subject to waiting period. On or shortly after, your first day of employment you will be provided with enrollment instructions and effective date.

The State of Arizona is an Equal Opportunity/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) 542-3186 or emailing Human.Resources@azed.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.