Address:  150 N. 18th Ave. Phoenix AZ 85007

Salary: $49,734 

Grade: 19

Closing Date: Open until sufficient amount of resumes received

The Program Project Specialist provides administrative and program support to the Bureau of Resiliency and the Environment, ensuring efficient daily operations. This role manages communications by answering phone calls, monitoring program email inboxes, responding to routine inquiries in English and Spanish, and triaging complex inquiries to the appropriate staff. The specialist assists with purchasing, travel coordination, record-keeping, and document formatting while ensuring compliance with agency procedures. They support program operations by processing sign orders, maintaining databases, tracking deadlines, and facilitating meetings, including note-taking and follow-up on action items. Additionally, the specialist coordinates with stakeholders, responds to internal and external inquiries, and assists with special projects. This role is essential to maintaining program efficiency and supporting environmental and resiliency initiatives.

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 successful candidate is expected to work the current schedule of 1 day in office and 4 days teleworking.

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.

-Provide administrative support to programs of the Bureau: Coordinate, facilitate, and/or participate in meetings; prepare and post meeting agendas; prepare meeting packets and briefing materials for attendees; take notes (or minutes); appropriately file and track grant and meeting documents in accordance with State public records laws and guidelines; and participate in conferences, meetings, training, and workshops.
-Answer and direct phone calls, monitor program email inboxes, and respond to routine inquiries. Triage complex inquiries to the appropriate program staff to ensure timely and accurate responses.
-Coordinate and track the submission of reimbursement requests and program progress reports by contractors and grant recipients, prepare documents for program manager's approval and timely payment by ADHS.
-Provide technical assistance to internal and external partners, vendors, and contractors. Coordinate the procurement of supplies, materials, and services in support of the program.
-Arrange and coordinate in-state and out-of-state travel for stakeholder and team members.
-Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge of:

- Performance Management
(PM), and Continuous Quality Improvement
(CQI) and Lean methodologies
- Program administration,
- Business operations,
- Meeting Logistics
- Procurement and purchasing,
- Planning,
- Grants and contracts
- Coordination and preparation of travel arrangements,
- The operation Google Suite or Microsoft Office (especially Google Sheets, Docs, and slides; or Microsoft Excel, Word, and Powerpoint).

Skill in:

- Attention to detail,
- Technical writing, proof reading, formating, and word processing,
- Using spreadsheets,
- Organizational and time management skills to handle multiple tasks and deadlines
- Note or minutes-taking,
- Cultural and ethnic sensitivity,
- Program evaluation,
- Oral and written communication,
- Customer service and professional phone/email etiquette
- Administrative skills such as developing
agendas, taking minutes, and coordinating
meetings, and making travel arrangements.

Ability to:

- Work on multiple projects simultaneously, keep all parties informed, and meet deadlines.
- Make informed decisions, work effectively with team members.
- Effectively communicate with the general public and stakeholders.
- Support a diverse multi-cultural 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 preferred in a related field OR 5 years of work related experience may be considered in lieu of a degree. Oral and written Spanish fluency preferred.

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.