417 West Roosevelt Street

Phoenix, Arizona 85003

Annual Salary: $50,000 

Grade: 18

This position will close on Thursday October 15, 2026  

The Finance & Operations Coordinator provides essential administrative and fiscal support for agency-wide operations, including day-to-day office administration, facility maintenance coordination, and staff travel processing.

The ideal candidate for this entry-level position brings exceptional attention to detail, strong time-management skills, and a high technical aptitude for learning specialized state software platforms and databases.

This position reports to the Director of Finance and Operations.

Fiscal Operations:

• Provides administrative support for the timely distribution of grants, honoraria, accounts payable, state transfers, and accounts receivable transactions

• Prepares and drafts claim form entries and attaches required documentation; inputs payment details into designated systems and routes claim forms to managers for approval and submission into the State accounting software, AZ360

• Assists with routine payment tracking, including monitoring stop-payment requests and logging information needed to reissue expired or lost warrants

• Enters and updates grantee/vendor profile data in AZ360, conducting vendor verifications and cross-checking data accuracy across W-9 forms, AZ360, and the agency’s Salesforce account profiles

• Navigates and searches AZ360, to look up financial transactions, track workflow statuses, confirm in-process payment schedules, and review internal transfers, and accounts receivable records

• Maintains system access certifications and completes required training for agency and State software platforms, including Salesforce, AZ360, and InfoAdvantage

• Serves as a primary point of contact for routine constituent and staff inquiries regarding payment status and general fiscal operations questions

• Drafts accounts receivable entries and processes routine cash receipt records to support billing, tracking, and collection workflows

• Logs, tracks, and files documentation for incoming agency funds to maintain complete and audit-ready records

Agency-Wide Travel:

• Coordinates routine staff travel logistics, including reserving flights, hotels, and rental vehicles; compiles travel agendas and submits required travel requests to managers for approval. Arranges, books, and coordinates all travel logistics for the Executive Director

• Assists with updating and maintaining travel procedural documentation, serving as a resource to answer staff questions on standard travel guidelines and filing steps

• Processes and tracks agency travel card transactions, verifying receipts and preparing statement reconciliations for supervisor review and authorization

• Assists with updating and maintaining travel procedural documentation, serving as a resource to answer staff questions on standard travel guidelines and filing steps

• Maintains accuracy in the travel database by entering staff reimbursement requests, updating Salesforce records, and submitting and tracking reimbursement payments in coordination with the State’s Central Services Bureau

General Operations and Support:

• Helps update and maintain the operational procedures manual and prepares onboarding materials for new employee orientations under the direction of the Deputy Director and HR Liaison

• Serves as the primary contact for facilities and vendor requests, scheduling routine repairs, maintenance, and building services with state departments and external contractors

• Assists the Grants Team from August to October by tracking, collecting, and organizing submitted Final Reports across grantmaking programs

• Monitors day-to-day office workflows, providing feedback to management on potential process improvements and assisting staff with standard operational procedures

• Coordinates the issuance and tracking of office keys, alarm codes, building badges, and related onboarding credentials

• Performs routine office administration duties, including receiving, sorting, and distributing agency mail

• Formats, updates, and distributes standard agency forms and templates for staff use

Other Duties:

• Responds to routine constituent inquiries, building working knowledge of agency programs, policies, and procedures to provide accurate information

• Provides administrative and operational backup support across agency teams as needed

• Performs other duties as assigned by supervisor

Essential Qualifications (Must Have)

• Professional Judgment & Discretion: Ability to handle confidential financial and personnel information with sensitivity, exercise good judgment, and recognize when to seek guidance or escalate complex issues

• Administrative & Clerical Knowledge: Working knowledge of standard office operations, recordkeeping, filing protocols, and document workflow management

• Technical Software Proficiency: Experience using Microsoft Office Suite and Google Workspace, alongside a strong aptitude for learning complex software and databases

• Time Management & Organization: Strong organizational skills with the ability to manage competing daily tasks, track project timelines, and meet deadlines

• Communication & Service: Excellent active listening, written communication, and interpersonal skills to deliver responsive, respectful customer service to staff, vendors, and the public

• Detail & Precision: Exceptional accuracy in inputting, reviewing, and maintaining records, financial entries, and sensitive documentation

On-the-Job Training (Will Learn)

• Agency Procedures: Training on specific agency grant cycle closeouts, facility maintenance dispatch protocols, and onboarding credential distribution

• State Financial Platforms: Technical training on navigating, entering data, and running queries within AZ360, InfoAdvantage, and agency-specific Salesforce modules

• Government Fiscal Rules: Practical instruction on Arizona state agency operational structures, state/federal fiscal compliance rules, and Central Services Bureau (CSB) travel protocols

• Public Services Accessibility: Guidance on applying accessibility best practices and ADA compliance standards within public agency workflows

• Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete any required driver training (see Arizona Administrative Code R2-10-207.12.)

• Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment

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.

The State of Arizona offers a comprehensive benefits package to include:

• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

• Life insurance and long-term disability insurance

• Vacation plus 10 paid holidays per year

• Health and dental insurance

• Retirement plan

• Sick leave

Learn more about the Paid Parental Leave 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)

• Note that enrollment eligibility will become effective after 27 weeks of employment

• If you have any questions please feel free to contact Kim McCreary at kdmccreary@azarts.gov