Overview
Office Admin, Customer Support & Bookkeeping w/QuickBooks Experience Jobs in Johnston, RI at Seasonal Outdoor Supply
DEPT OF TRANSPORTATION
Driving the future of transportation with a diverse and innovative team
To
ADMINISTRATIVE ASSISTANT 3
Job Location:
Address: NORTH CENTRAL DISTRICT WIDE MAINTENANCE
1959 S Woodland Village
Flagstaff AZ 86001
Posting Details:
Salary: $42,190.00 – $52,190.00
Anticipated Salary: $47,190.00
Grade: 17
Closing Date: 03/06/2025
Job Summary:
Under general supervision, this position is responsible for performing a wide variety of administrative, procurement, financial and communication functions of moderate difficulty between the Northcentral District and other State organizations and vendors.
This position serves as support staff to the District Management Analyst, District Superintendents, District Maintenance Supervisors, and crew members. Position is primarily responsible for purchasing materials, equipment and services, accounting, data processing, payroll inventory, safety, operation and maintenance budgets. Coordinates activities and administrative matters between multiple units, of one or more programs. Answers questions and solving problems.
Overtime may apply during inclement weather. Work multi line phones and two-way radio dispatch during winter months on weekends, nights and holidays. Occasional travel and overnight stay. Responsible
for maintaining a high level of confidentiality.
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:
Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws, rules, regulations and policies.
Performs purchasing of approved goods and services utilizing the Arizona Procurement Portal system (APP). Conducts research to generate a variety of purchase documents and modifies as needed. Receives goods and services, determines appropriate distribution amounts with limited authority, tracks expenditures, codes billings to correct funding source and submits documentation to accounts payable. Ensures compliance with all State procurement laws, rules, regulations and policies.
Answers phones, greets customers, enters time sheets, processes and distributes mail, coordinates payroll hours with PeCoS for accuracy. Performs specialized research and budget estimating for Unit Supervisor and Analyst. Prepares reports for a variety of activities and operational functions. Assists Analyst with fiscal expenditures and identifying trends for future budget preparation. Use of a state vehicle in the course of job duties. Assists in researching compliance with contracts, laws and rules.
Attends meetings, training and workshops. Works the Northcentral Snow Desk during the winter months as required, working dispatch to communicate roadway weather conditions and incidents to the appropriate departments (DPS & TOC) for daily coverage. Utilizes AZ511 as needed to document roadway conditions during Snow Desk coverage. Provides basic assistance with coordinating recruitment and staffing. Responsible for maintaining the highest level of confidentiality.
Other duties as assigned as related to the position.
Knowledge, Skills & Abilities (KSAs):
Knowledge:
Principles and practices of administrative processes, (including but not limited to; business math, accounting principles and practices, and English/grammar).
Agency rules, regulations & operation procedures. Procurement & office procedures, PeCoS reporting & coding, inventory monitoring & customer relations.
Arizona Procurement Portal (including but not limited to; online research to obtain contractual information, vendor, price, minimum quantities, delivery information, etc.).
Enter purchase requisitions & receivers into the system to initiate purchase or payment and modify documents as needed.
Budgeting and accounting principles. Computer systems and associated business office software, scheduling and organizing communications, incident management and customer service.
Skill:
Professional oral and written communication. Time management, establishing priorities and development of tracking metrics.
Business software such as email, word processing spreadsheets, database, graphics, scheduling, organizing and communications, preferably in Google or Microsoft applications, etc.
Research and problem solving techniques. Maintaining a high level of confidentiality.
Establish and maintain effective cooperative relationships with other staff members, vendors, crew and the general public as necessary to conduct work.
Considerable self-initiative and the ability to work in a team environment.
Ability:
Comprehend and follow directions. Work under pressure and in a stressful and changing environment.
Be flexible, adapt, plan, coordinate, analyze multiple tasks and establish priorities to perform multiple tasks.
Develop effective operating procedures.
Communicate and express ideas and information effectively, both verbally and in writing.
Work independently and on a team. Treat all customers fairly and equitably regardless of need.
Maintain a high level of confidentiality.
Establish good working relationships with vendors, crew, other staff members and the general public
Selective Preference(s):
3 years experience as an Administrative Assistant 1; or 2 years experience as an Administrative Assistant 2; or equivalent administrative office experience; or Bachelor’s degree in Business, Accounting or equivalent. Google Suite experience, PECOS, APP, HRIS and MS Office Suite.
Pre-Employment Requirements:
This position requires driving or the use of a vehicle as an essential function of the job and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
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
Retirement:
Mandatory participation in the Arizona Retirement System (ASRS) is required.
Contact Us:
For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at [email protected] or phone call at (602) 712-7279.
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) 712-8188 option 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.
Title: Office Admin, Customer Support & Bookkeeping w/QuickBooks Experience
Company: Seasonal Outdoor Supply
Location: Johnston, RI
