This position has delegation of procurement authority and supervises the Facilities team, which includes front desk supervision, vehicle fleet management, floor plan layout, coordination of construction, shipping and receiving, incoming and outgoing mail, fixed-asset inventory and surplus coordination. Works under limited supervision, exercising considerable independence and discretionary judgment within policies and procedures established for the Finance and Administration Division. This position develops, negotiates, enters into and administers complex and high-risk contracts, agreements and leases, including intergovernmental and interagency agreements for the Department.
This position may offer the ability to work remotely within Arizona based on the department's business needs and a continual meeting of expected performance measures. A minimum of two days on-site at the ADWR office per week is required.
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 and Responsibilities include:
PURCHASING/PROCUREMENT - The position is responsible for reviewing and approving purchase requests, making purchasing recommendations, approving purchase requests in the Arizona Procurement Portal (APP), sourcing projects, reconciling invoices with receivers and purchase orders, tracking purchase orders for the department, selecting vendors for services and equipment in accordance with the Arizona Procurement Code, ensuring delivery of products and services, and working with vendors to coordinate services and resolve issues using APP. Ensures ADWR's purchases are in compliance with federal, state, and local laws, and agency procedures. Participates as ADWR's representative at purchasing related committees as directed (CPO, evaluations). Assists with policies and procedures regarding procurement procedures.
CONTRACTS/IGAs - This position provides contract management support to ADWR, by performing a variety of contractual functions that include: writing and reviewing specialized contracts, reviewing proposals, negotiating contracts and IGA's, monitoring and evaluation of contract compliance in accordance with state laws and agency policy. Maintains an accurate and easily navigable filing system for all contracts according to State retention schedules. When necessary this position develops agency specific contracts as per ADWR's procurement delegation using the solicitation process in APP. Reviews and modifies agreements for any services and goods ADWR requires.
SUPPLIES - Ensures that the agency stocks and keeps on-site sufficient supplies to meet regular demand without delay. When necessary, initiates purchase of supplies to replenish inventory or to meet unique needs.
WORKSPACE/FLOORPLANS - Maintains a working knowledge of agency workspace and floor plans and potential opportunities to modify the floor plan based on agency priorities using a CAD software. Also tracks modular inventory, oversees assembling required materials at the job site, performs necessary work and/or obtains quotes and oversees contractors, and coordinates with various internal units to properly construct workspaces within the agency according to best practice and any applicable safety standards.
MAILROOM - Oversees incoming mail, ensures accurate delivery to programs, and maintains records for certified mail. Also responsible for ensuring that contents of mail are properly documented where necessary.
FLEET - Collects monthly vehicle usage information for billing and reporting purposes to ensure adherence to ADOT usage policies, and maintains agency keys and vehicle logs as well as ensures compliance with required vehicle maintenance. Also processes and evaluates incident reports concerning agency vehicles and employees.
INVENTORY/ASSET MANAGEMENT - Responsible for creating accurate and detailed lists of materials and using required state forms to document serial numbers and agency asset numbers, per ADOA Surplus requirements. Oversees the collection of State property and ensures disposal complies with State surplus property requirements. Oversees/conducts a yearly inventory of all assets as appropriate and works with Accounting to reconcile inventory results with the State's asset management/accounting system.
RECEPTIONIST AGENCY DESK - Oversees the front desk reception position as well as other Facilities positions. Coordinates closely with the Assistant Director for Finance and Administration to ensure all functions are properly covered.
The ideal candidate should have:
- Experience in state government and procurement
- Bachelor’s degree in procurement, business, facilities management, or a closely related field
- 3-5 years of experience in procurement, general services, facilities management, project management in a government agency or private industry
- 2 years supervisory experience
- Strong organizational skills, polished verbal and written communication skills
- Highly motivated with strong work ethic, skilled in time management
- Able to successfully manage multiple ongoing tasks and projects simultaneously
- Strong focus on ethical standards and customer service
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 driver’s license and complete all required training.
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, dental, life, and short-term disability insurance plans
- Top-ranked retirement and long-term disability plans
- 10 paid holidays per year
- Deferred compensation plan
- Credit union membership
- Wellness plans
- LinkedIn Learning membership
- Tuition Reimbursement
- Employee Discounts
- 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
Positions in this classification participate in the Arizona State Retirement system (ASRS). Please note, enrollment eligibility will become effective after 27 weeks of employment. The current contribution rate is 12.00%.
If you have any questions please feel free to contact ADWR Human Resources Office at (602) 771-8500 for assistance. Persons with disabilities may request a reasonable accommodation such as a sign language or an alternative format by contacting ADWR Human Resources. The Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.