Administrative Operations Specialist

Maricopa County
parental leave, sick time, tuition reimbursement
United States, Arizona, Phoenix
5630 East McDowell Road (Show on map)
Nov 14, 2024
Posting Date 11/14/24 Application Deadline 11/19/24 Pay Range Hiring Pay Range: $20.50 - $26.25 Full Pay Range: $20.50 - $32.00 Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification. This position is eligible for overtime compensation for all hours worked over 40 in the designated workweek. Job Type Unclassified Department Emergency Management About the Position Are you looking for a position that will take advantage of your attention to detail and knack for precision? Your skills may be an excellent resource for the Administrative Operations Specialist role with the Maricopa County Emergency Management Department! In this position, you will provide a wide variety of administrative duties to support Emergency Management (EM) and Security Services (SS), so the department can react in an informed and consistent manner to disasters and security services operations. You will also provide administrative support to managers by assisting with budgets, contracts, and accounting tasks. Don't miss out on this opportunity to make a meaningful impact - apply today and be a part of our vital mission! About Us Are you ready to help your community prepare for a large-scale emergency and keep our County safe? We are looking for motivated individuals to rise to the occasion! Maricopa County Department of Emergency Management prepares for, responds to, and recovers from large-scale community disasters. Security Services is a division within the Emergency Management Department that provides specialized armed security services and executive protection to our county leaders and ensures the safety of County facilities and property. Some of our partners include local and state governments, industry leaders, universities, and community organizations active in disasters. Our department embraces cutting-edge technologies and innovative partnerships to bring unique solutions to complicated problems. Join our team to continue our efforts to keepour residents safe! We plan on moving locations within the next 6 months to 1 year. Our new location will be located at 1325 N Fiesta Blvd, Gilbert, Arizona. This is an in-person position that has no teleworking allowed due to the nature of our business and building. Proud to Offer Work with a greater purpose Tuition reimbursement Exceptional work-life balance, with hybrid work schedule options Opportunities for growth and development within Maricopa County Low-cost, high-value healthcare for you and your qualifying dependents Paid vacation, sick time, and parental leave Extensive wellness program, including healthcare premium discounts Employee discounts for goods and services Maricopa County participates in the Arizona State Retirement System. This defined retirement benefit requires a 12.27% monthly contribution rate and includes a 100% employer match on Day 1 Learn more at Work With Us \| Maricopa County, AZ We Require Three years of clerical or administrative experience, specifically accounting experience (accounts payable/accounts receivable) High school diploma or GED Post-secondary education may substitute for two years of the experience requirement on a year-for-year basis We Also Value Extensive knowledge of Microsoft Office, Word, Excel, PowerPoint, Access Database Considerable knowledge of governmental organization and functions, including knowledge of contract, procurement, accounts receivable, and budget experience Ability to communicate effectively, both orally and in writing Ability to work individually with minimum supervision or as a team member Ability to operate a variety of telephone/computer/radio/electronic equipment Ability to communicate effectively in a public setting Job Contributions Assist with monitoring, tracking, and development of annual budget and monthly budget forecasts for Security Services Conduct research for products, services, or solutions and make recommendations to the supervisor Obtain and maintain the Certified Agency Procurement Aide (CAPA) designation for the department Oversees the Performance Measure reporting tool for Security Services Manage blanket purchase orders for Emergency Management/Security Services, process/approve invoices for payment, and monitor purchase orders for balances Create and maintain records and databases for incoming revenue and donation funds for the Security Services division Validate bank deposits by verifying accounting string information, reconciling amounts received and amounts to be deposited, and ensuring protection of funds until delivered to the appropriate person/entity Provide oversight of the customer service reception desk, which includes but is not limited to mail and courier services, scheduling meeting rooms and vehicle service, and answering the main telephone line for the department. Adhere to established procedures and ensure that staff coverage is adequate, and resources are available and up to date Train new Support Services staff and communicate new procedures and processes to the department Develop and maintain Standard Operating Procedures for Support Services, and develop document templates for departmental use Manage annual inventory of office supplies and equipment for Support Services Respond to inquiries from internal and external customers in a timely and professional manner, provide accurate information and/or direction to the proper resources Act as backup to the other administrative positions within the department Perform special projects and other assignments as assigned by department management and supervisor Working Conditions The position is typically office or administrative work and is not substantially exposed to adverse environmental conditions Must be able to lift up to 20-25 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly Selection Procedure Only the most qualified candidates will be considered Consideration will only be given to candidates who submit online applications Candidates will be contacted primarily through email and their Workday online application profile Must pass a pre-employment background and/or fingerprint investigation as required by statute or policy, including drug and alcohol testing requirements for positions designated as safety-sensitive Maricopa County is an equal opportunity employer. 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