DEPT OF HEALTH SERVICES

Address:  150 N. 18th Ave Phoenix AZ 85007

Salary: $58,500 

Grade: 21

Closing Date: Open until filled

This position serves as part of the Agencies purchasing team as a Subject Matter Expert (SME) for ADHS purchasing systems and related vendor payments. It also serves as a consultant to ADHS departments, bureaus and programs ensuring conformance with state purchasing laws and regulations, and ADHS Policy. The position is responsible for the completion of all purchasing activities associated with the programs for which it is assigned. Purchasing activities include but are not limited to: obtaining quotes, creating purchase requisitions, p-card purchases, manual purchase orders (MPO), obtaining invoice approvals, maintaining notes in the Invoice Management System (IMS), updating the DRS as it relates to purchasing tasks and processing of invoices. Duties will include a range of purchasing methods to procure products and services, which include, but are not limited to, a source-to-pay (S2P) e-Procurement system and a purchasing card. This position serves on a team of purchasers and will cross train and cover other areas within the team as needed. As part of this team this position will also be responsible for providing training, updating purchasing related Standards or Work, and creating other educational/informational purchasing resources. This position may travel to meetings with other state agencies or vendors.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

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.

-Procures a wide variety of commodities and/or services, many of which are highly technical and require complex procurement standards and procedures. Initiate requisitions/purchase orders, p-card purchases, MPOs and change orders, including funding validation, in the appropriate State/Agency e-Procurement/Purchasing system. Ensure purchase requests align with the applicable contract terms, conditions, tasks, deliverables, and pricing. Ensure correct documents are attached in the appropriate State/Agency e-Procurement/Purchasing system to ensure audit trail and meet ADHS Policy. Update system notes as required per the purchasing process. Interact with Programs and Procurement management to resolve PO issues such as funding, time frames, change orders, and approvals.
-Obtain "approval to pay" for invoices. Interact with Program staff and/or vendors related to approval and obstacles associated with invoices/payments. Complete the process of "receiving" an invoice in the appropriate State/Agency e-Procurement/Purchasing system. Update system notes as required per the invoice payment process.
-Contacts vendors to resolve contractual/invoice/purchase order related problems and to gain knowledge of the products, services, prices, marketing practices, design, and capabilities of highly technical and complex commodities and services
-Advises and trains user agency staff regarding state statutes, regulations, and procedures for the procurement of commodities and/or services. Updates purchasing related Standards or Work and creates other educational/informational purchasing resources.
-Interact with Accounts Payable (ADHS and Vendor) staff to resolve payment issues on received PO’s, including missing and incorrect invoices, payments not made, payments not timely, and invoices not received into the State/Agency e-Procurement/Purchasing systems. Assist in grant closing activities and liquidation of encumbrances.
-Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge of:

Advanced Knowledge of:
-The Arizona Procurement Code and other applicable laws, rules, and regulations
-The State Source to Pay (S2P) Procurement System
-Procurement practices, processes, and procedures
- Business procedures, accounting, business law, and mathematics and state government
-Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies

Skill in:

-Effective communications; written and oral
-Complex problem solving and analysis
-Providing exemplary customer service
-Data entry and data management
-Use of computers and software applications
-Preparation and analysis of complex technical specifications

Ability in:

-Apply sound critical judgment in complex situations
-Function independently and work as part of a team, strategic thinking, and problem solving
-Manage several, shifting priorities simultaneously, coordinate and lead
-Exercise judgment and assess whether it is within the position's level of authority
-Establish and maintain effective working relationships
- Develop and implement procedures
-Support a diverse multicultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination

Bachelor's degree in business or public administration or a related field with 3 years of work experience in purchasing, accounting, data processing or related administrative services work. Master's degree will substitute for 1 year of work experience.

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.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

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 pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

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) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.