This position is responsible for a broad range of administrative functions in their assigned Groups. Research, interpret and apply administrative rules; Arizona State statutes; agency policies, procedures, and practices. Human Resources Liaison; supports the recruitment, certification, eligibility, and verification process of staffing and personnel actions. Interprets and follows agency disciplinary and grievance procedures; handles sensitive/confidential information with discretion and integrity. Additional duties may include: budget forecasting, accounting, and fiscal operations, including procurement of goods and services, expenditure of funds, and staff reimbursements. May be responsible for the organization,implementation, and oversight of special projects including, but not limited to; Strategic Planning; Fixed Assets and Inventory Management; office facilities maintenance work activities; Awards & Recognition Programs, and Groups' specific programs. Liaison- Groups contact for multiple individuals, groups, and departments including, but not limited to the State Engineer's Office, Budget Office, Payroll, Human Resources, Recruitment, Employee Relations, Accounts Payable, Procurement, Fiscal Operations, Equipment Services, Facilities, Safety & Risk Management, and Physical Security Office.
The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, 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.
Essential Duties and Responsibilities include but are not limited to:
Liaison for HR-related matters, including recruitment/staffing actions. Identify vacancies; staff funding ability; submit position description updates; initiate justification to fill requests, create salary change requests, coordinate interviews, complete reference checks/work history verification. Provide necessary documents to complete on/off-boarding, review for completion and accuracy, initiate Personnel Action Forms submitting to HR for finalizing. Complete and close hiring process in PageUp. Ensure completion of onboarding documents, I-9 E-Verify information.
Initiate department classification/personnel actions, salary changes, and other requests. Prepare documents for signature or via Docusign. Be a resource in administrative processes to Agency, Division, Group supervisors, hiring managers, and employees. Provide administrative support to others per business needs when needed. Responsible for the functions of Federally required drug and alcohol testing; including tracking for all CDL licenses, physicals, and medical certification expirations within the group.
Primary contact for Fixed Assets for inventory control including transfers, disposals, and removals. Liaison for mobile communication devices and multi-function devices. Function as site security administrator; initiating badge requests, computer accesses, and cell phone application privileges, including RACF IDs and internet access.
Research and project budgetary needs; provide input to the State Engineers' Office for fiscal budget; monitor/prepare monthly budget reports. Formulate budget forecasts, input forecasted budget into database; submit budget issue requests/proposals. Assist with the purchase of goods/services before expenditure; assess procurement documents for validity; approve purchases utilizing automated procurement system (APP). Coordinate travel arrangements training/conferences/meetings, process technical training e-forms & reimbursements
Provide guidance to supervisors with performance appraisals, coaching, and training processes. Assist with employee relations grievances/disciplinary actions, and/or refers supervisors/employees to Employee Relations. Acts as a proxy for AZ Performs, and ETE submittals/approvals. Provide input into Group level administrative procedures and guidelines.
Arizona Management System/Continuous Improvement: Support strategic planning activities by assisting management in collecting data, reporting metrics, and tracking special projects. Compose correspondence, reports, and org charts for staff and upper management. Formulate and generate responses on behalf of specific Groups to inquiries from other ADOT groups, citizens, towns, cities, tribes, or agencies.
Knowledge of:
Principles and practices of Human Resources administration
Applicable Federal and Arizona Revised Statutes
ADOA Personnel Systems and Rules
Fiscal management and budgeting principles
Procurement laws, codes and regulations
Strategic planning methods, Arizona Management System (AMS) and Lean practices and AZ Performs
Computer programs and software, including Google workspace applications
Skills in:
Oral and written communication techniques
Work organization, multitasking and time management
Interpreting statutes, rules, policies and procedures
Research and complex analysis
Customer service and employee relations
Problem solving and conflict resolution
Supervisory, personnel management, and training techniques
Basic accounting and project tracking and AZ Procurement system (APP)
Ability to:
Plan, organize, coordinate, and execute administrative functions
Adapt quickly to changing conditions
Remain calm and professional in stressful situations
Articulate with clarity and communicate effectively
Apply rules and regulations fairly and consistently
Work independently, exercise initiative, and set priorities
Inspire cooperation and confidence, creating a trusting and safe environment for staff
Perform complex tasks utilizing computer applications and software
The ideal candidate for this position will have:
A minimum of three years of administrative experience or equivalent. Experience utilizing various web-based applications and software that supports HR functions, payroll, procurement, and financial operations. Familiarity with federal and state policies, procedures, and rules.
This position requires possession of a valid Arizona Class D Driver License. Candidates for this position must complete and sign PART 1 of the State of Arizona Application for Employment at the time of interview, which will allow ADOT to obtain the candidate's motor vehicle record (MVR). The most recent 39-month period shown on the MVR will be reviewed in accordance with A.A.C. R2-10-207.11 (H) and (I). The review must show an acceptable driving record prior to any offer of employment being made by ADOT. Employment is contingent upon an acceptable MVR.
- 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
For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Mandatory participation in the Arizona State Retirement System (ASRS) is required.
Arizona State Government is an EOE/ADA 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) 712-7279. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.
