Job: Business Specialist(Job Id 35230)

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Job Description

01/12/2018 01/19/2018
PROCUREMENT/CONTRACT MGMT 19
PHOENIX 40,644.00-46,623.00

Department of Economic Security

Providing Opportunity, Assistance and Care for Arizonans in need!

Business Specialist

Division of Developmental Disabilities

1789 W. Jefferson St.

Phoenix, Arizona 85007

www.azdes.gov

JOB SUMMARY:

The Division of Developmental Disabilities (DDD) is seeking an experienced and highly motivated individual to join our team as a Business Specialist. Major duties and responsibilities include but are not limited to:

JOB DUTIES: 

-          Assists the State Operations Business Manager in providing all fiscal and business management and direction for two districts.  Assists the State Operations Business Manager in identifying provider billing issues based on contractual and service delivery requirements; creating requisitions in ProcureAz, PCard reconciliation, Revolving Fund reconciliation, infrastructure follow-up, and the submission of claim memos.

-          Gathers data for special projects assigned to the State Operations Business Manager, providing support and creation of project spreadsheets and tracking.  Tracks invoices to determine if billing data matches the purchase order and submits all invoices for payment.  Resolves billings issues with the vendor and communicates with the vendor in correcting invoices with errors.

-          Responsible for processing regular district purchasing and supply request orders including: research state contracted vendors for best prices; obtain quotes when necessary; set up open and one time purchase orders as necessary; send hard copy purchase orders to requesting staff and vendors; follow up with staff to ensure receipt of purchases; get copies of packing slips and invoices, etc.; complete receivers; maintain and update purchasing log.

-          Provide troubleshooting and problem solving for complex purchasing needs for District Central and District South State Operated Programs, researching products and services, interacting with Agency and State procurement personnel ensuring needs are met timely, and track, update and make recommendation on additional equipment or removal of equipment including but not limited to: cell phones, landlines, state vehicles, printers, copiers, etc. Report out on all district purchasing score card measurements and weekly metrics. Create and track expenditures for related programs which could include projecting expenditure totals.

-          Perform as an approver for all District Central and District South State Operated Programs PCard transactions. Maintain complete log of all PCard users in Districts. Work through resolution of PCard transactions which may include researching and putting in corrective action of correct cost center information and extended justification for PCard auditing. Respond to audit requests for PCard activity as identified and within requirement deadline.  Gather data from District Central and District South in providing reports to procurement monthly for audited transactions. Other purchasing related activities as needed, including creation of claim memo requests and justification.  Provide backup purchasing support to the other Districts such as the Arizona Training Program - Coolidge as needed.

-          Facilities Support: Work collectively with DDD and coordinate with the Operations Manager for direction on facilities related matters, which may include office moves, rebuilds, closures, and any other facility-related needs.

 

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):

Knowledge of:

-          Principles and techniques of business operations and support.  

-          Federal rules and regulations as it applies to procurement code and the use of contracted vendors and the state procurement system.

-          State government purchasing system and practices.

-          Principles and practices of operations/project and business management.

Skill in:

-          Intermediate use of ProcureAz and procurement rules .

-          Microsoft Excel, Outlook, Word and PowerPoint at an advanced level.

-          Decision making, problem solving, conflict resolution, mediation and negotiations.

-          Excellent oral and written communication with all levels of staff and management.

Ability to:

-          Analyze and evaluate business operations, deficiencies in billing with recommended solutions, strengths and situations, and apply corrective measures or best practices as appropriate.

-          Maintain professional interpersonal relationships with internal and external colleagues and resolve issues.

-          Organize, prioritize and multi-task while managing a very heavy workload, with shifting priorities.

-          Contribute as a member of a cohesive work group amongst departments within DDD.

SELECTIVE PREFERENCE(S):

-          Candidate must possess two (2) years responsible administrative experience in business, operations, report writing and purchasing with demonstrated proficiency in working with reports utilizing Microsoft Excel, or other report writing platforms; a Master's degree in business or public administration substitutes for one (1) year of the required experience.

PRE-EMPLOYMENT REQUIREMENTS: 

-          Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.

-          Successfully pass background and reference checks. Employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.

BENEFITS: 

 The Department of Economic Security offers a comprehensive benefits package to include: 

-          Sick leave

-          Vacation with 10 paid holidays per year

-          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

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 602-364-1044 for assistance.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 602-364-3981. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.