Job No: 543765
Work Type: Full-time
Location: PHOENIX
Categories: Accounting/Auditing,Administrative Support/Customer Service,Business and Financial Administration
DEPT OF ADMINISTRATION Delivering results that matter by providing best in class support services.
Program Specialist
Job Location:
General Services Division (GSD)
This position may offer the ability to work remotely on a hybrid schedule, within Arizona, based upon the department's business needs and continual meeting of expected performance measures
Main Office Location: 1400 W Washington, B200, Phoenix AZ
Posting Details:
Salary: Up to $67,320
Grade: 20
Open Until Business Needs Are Met (first review of resumes 9/28/2026)
Job Summary:
The Arizona Department of Administration (ADOA), General Services Division (GSD), is seeking a qualified individual to serve as a Program Specialist. This critical position coordinates the complex business operations for the division, serving as a primary liaison for all external stakeholders while providing essential support to the GSD Business Manager, Building Inspectors, and Project Managers. In this role, the successful candidate will manage comprehensive financial and budget administration-utilizing AZ360 for expenditure tracking and reporting-and deliver key operational support across procurement, human resources, and inter-agency agreements.
Job Duties:
Manage the end-to-end financial lifecycle for Tenant Improvement (TI) and Interagency Services Agreement (ISA) databases, including program and function creation, fund transfer requests, budget adjustments, expenditure corrections, refunds, and closeout procedures.
Oversee all aspects of annual and recurring ISAs, including tracking, reconciliations, monthly, quarterly, and annual updates, budget adjustments, and leading ISA budget update meetings.
Handle invoice creation, fund transfers, expenditure corrections, and refunds for one-time small project ISAs related to Physical Security and Facilities Operation and Maintenance (FOAM).
Process vendor requisitions and invoice payments in a timely manner, reconciling outstanding items and reviewing internal transfers for accuracy.
Perform regular budget analysis to maintain data integrity and enter corrective financial documents to troubleshoot transaction issues.
Generate and present financial reports to Project Managers and GSD leadership.
Review wire and check deposits, obtain remittance information for revenue proceeds, and perform CAM setup in AZ360 (including establishing function and activity codes).
Track multi-year and non-expiring funding transfers to ensure proper recordkeeping and compliance.
Serve as an operational liaison by responding to staff inquiries, interpreting complex financial transactions, or directing issues to appropriate contacts.
Assist with division human resources activities, including coordinating recruitment efforts between GSD and ADOA HR, handling employee onboarding and offboarding, and monitoring personnel.
Track and assign hardware inventory, coordinate with the Arizona Strategic Enterprise Technology (ASET) department to meet annual inventory obligations, and monitor software assignments.
Coordinate division travel, arrange car rentals, and process travel reimbursements.
Oversee the GSD vehicle fleet, including fuel card distribution and confirmation, vehicle tracking, and managing risk claims.
Execute special projects and administrative tasks as assigned by division leadership.
Knowledge, Skills & Abilities (KSAs):
Knowledge of:
The statutes, policies, and procedures established for ADOA.
The principles, concepts, and methods of governmental accounting and budgeting.
The State Procurement Code.
The principles and practices of administration and supervision.
The principles and practices of management.
Construction and Facility best practices.
Skills in:
Navigation of the Arizona Procurement Portal (APP) system.
Navigation of our Financial System (AZ360 system).
Analysis and interpretation of financial data.
Use of Google Suite, Word, and Excel.
Interpersonal communication.
Navigation/use of CMMS system, Quickbase, and Procore Software.
Ability to:
Effectively analyze, interpret, and report on data in various formats.
Effectively communicate by oral and written methods.
Work in a team environment and/or independently as required.
Multi-task and adapt to changing priorities.
Selective Preference(s):
Preferred candidates will hold a Bachelor's degree in Business Administration, Finance, Public Administration, or a related field, or possess an equivalent combination of education and directly related professional experience.
Pre-Employment Requirements:
Valid Arizona driver's license
Background and reference check, including a criminal records verification
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. (https://publicstorage.dc4.pageuppeople.com/1045/ClientPublicFile/3601803f-02e5-4b70-b325-26c8ef309c1b.pdf)
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits:
The Arizona Department of Administration offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
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
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
Learn more about the Paid Parental Leave program here (https://hr.az.gov/about/resources/family-leave-expansion) . For a complete list of benefits provided by The State of Arizona, please visit our benefits page (https://benefitoptions.az.gov/jobseekers)
Retirement :
Participation in ASRS Lifetime Benefit Pension Plan after 26 weeks of employment
Contact Us:
If you have any questions please feel free to contact Christopher Langseth at christopher.langseth@azdoa.gov for assistance.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.
