Administrative Services Officer

Salary : $57,362.66 - $78,294.94 Annually
Location : Phoenix, AZ
Job Type: Full-time
Job Number: 5401-24E-01
Division: Various
Opening Date: 12/22/2023
Closing Date: 1/14/2024 11:59 PM Arizona
Summary Statement
The Arizona Department of Public Safety is seeking motivated and experienced personnel to join our team. The Administrative Services Officer performs moderate to difficult administrative and analytical work in a staff capacity in areas such as Administrative Services, budget analysis, grants administration, contracts administration, management analysis and research analysis. Performs related duties as assigned. This recruitment will be used to establish an eighteen (18) month eligibility list to fill our current and future vacancies. This is a competitive classification.
TESTING
The in-person written test will be held on February 2, 2024. Approved applicants will receive an email invitation with details regarding the test.
Must successfully complete the examination process.
1) Written Examination
A. Multiple Choice
B. Written Exercise & Writing Prompt
2) Qualifications Appraisal Board (QAB)*
(*Top passing scores from the written exam will proceed to the QAB exam.)
Detailed information regarding the testing will be emailed to approved applicants.
Essential Functions (not intended to be all inclusive)

1. Develops, coordinates, analyzes and monitors programs, projects, contracts, grants, overtime limits, funds, budgets and/or budget projections applicable to the work unit.
2. Prepares, processes and reviews written documents pertaining to work unit (e.g., correspondence, personnel action requests, requisitions, travel requests and claims, requests for proposals, leases, contracts, funding requests, bid specifications, requests for reimbursement, billing statements, etc.) to ensure compliance with applicable laws, policies and procedures.
3. Researches, gathers, summarizes and analyzes data to provide accurate information for briefs, reports, contracts, grant proposals, correspondence and presentations; to develop, evaluate and project program goals and/or strategic plans; and to develop and propose recommendations.
4. Tracks time-sensitive events and assignments to ensure timely completion.
5. May supervise clerical and administrative support personnel and the functions of the work unit, which includes: interviewing prospective employees; providing and/or recommending training; coordinating, scheduling and assigning work product; establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; keeping personnel abreast of new or revised information; answering questions; and recommending and/or implementing personnel actions.
6. Maintains various records in compliance with applicable retention schedules.
7. Develops, reviews and reconciles program reports (e.g., budgetary, financial, statistical, performance, etc.).
8. Develops and maintains automated systems to update and track information.
9. Reports information to management regarding project status and program issues (e.g., balances, funding, administrative issues, etc.) and/or presents recommendations related to the work unit.
10. Participates in and conducts research projects, audits and/or inspections to provide information, make recommendations and procedural changes, and ensure compliance.
11. Resolves procedural and administrative problems and/or contract discrepancies, and answers questions regarding programs, projects, funds, budgets and/or budget projections pertaining to work unit.
12. Prepares graphic presentations (e.g., matrices, charts, graphs, spreadsheets, tables, and time lines) to improve information presentation and comprehension.
13. Conducts needs assessments (e.g., program, equipment, staff, etc.) to determine current and future needs, and to provide recommendations.
14. Researches, analyzes, interprets and reviews regulations, laws, policies and procedures applicable to program assignment to determine conflicts and ensure compliance.
15. Reviews research papers, analytical reports, programs and/or data trends to develop innovative approaches to problem solving and program evaluations, and to make recommendations.
16. May coordinate, direct and review the work of others, internal and/or external, in order to ensure that assigned tasks are completed accurately and in a timely manner.
17. Represents the Department on committees and task forces. Acts as a liaison between the Department and other agencies or organizations to investigate and resolve problems, exchange information and/or address similar needs.
18. Initiates, develops and evaluates program proposals/needs to obtain required products, services and/or additional funding.
19. Develops and updates policies and procedures applicable to the assigned work unit.
20. Develops, plans, conducts and attends meetings, conferences, seminars and other events to exchange information and/or address needs and concerns.

Knowledge, Skills, and Abilities Required
Knowledge of:

1. planning and research principles and practices.
2. principles and practices of public administration.
3. program and project management.
4. principles of policy formation.
5. the rules of English grammar and composition to prepare, review and edit documents.
6. principles and practices of basic mathematics, accounting and statistics.
7. principles and practices of team performance and management.
8. modern office practices, procedures and equipment required to perform office functions in an efficient manner.
9. local, state and federal laws and regulations applicable to assignment.
10. records management systems (automated and manual).

Skill in:

1. composing, editing and proofreading a variety of correspondence, reports and forms.
2. the application of problem-solving techniques.
3. the use of computer software programs.
4. the use of computer keyboard devices.

Ability to:

1. interpret and summarize complex written and oral information.
2. exercise initiative and make independent decisions.
3. work under stringent deadlines.
4. organize, prioritize and perform multiple tasks.
5. gather, manipulate, interpret and present statistical data.
6. independently perform detailed work of a difficult nature with a high degree of accuracy.
7. establish and maintain effective working relationships with those contacted in the course of assignments.
8. make presentations to small and large audiences.
9. effectively communicate orally and in writing at all levels.
10. exercise sound judgement in safeguarding confidential or sensitive information.
11. review the work product of others for content, accuracy and conformity.

Minimum Qualifications
Minimum Qualifications
Requires three (3) years of experience as an Administrative Assistant with DPS; OR any combination of administrative or financial support experience and/or related education from an accredited college or university to total four (4) years.
NOTE: One (1) year of work experience is equivalent to thirty (30) semester hours of course work from an accredited college or university.
ADDITIONAL REQUIREMENTS:May be required to travel to perform certain work functions.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Office setting.
May be required to sit for extended periods of time.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.
A summary of the Arizona Department of Public Safety Benefits is linked
01
Select the option below which indicates how you meet the minimum qualifications for this classification.

• At least 3 years of experience as an Administrative Assistant with DPS
• Any combination of administrative or financial support experience and/or related education from an accredited college or university to total four (4) years.
• None of the above

02
Select the option which describes your highest level of education completed.

• High School Diploma/GED
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• None of the above

03
If applicable, please list your degree and major and/or the number of college units you have completed.
04
Describe your specific experience and education which qualifies you for this classification. Answer provided must be substantiated and verifiable in the education and employment history sections of your application.
05
I have read, understand, and agree to the requirements and working conditions associated with this classification.

• Yes
• No

06
I understand the in-person written test will be held on February 2, 2024. Approved applicants will receive an email invitation.

• Yes
• No

07
Are you legally entitled to work in the United States?

• Yes
• No

08
Have you ever been convicted of a felony or an offense which would be a felony if committed in the state of Arizona?

• Yes
• No

09
Have you ever sold, produced, cultivated, or transported marijuana, or any other drug, for sale?

• Yes
• No

10
I understand if selected for a position, I will take a polygraph and answer questions regarding my background including any past drug use. While some experimentation with drugs is allowable, providing untruthful or misleading answers is not. I certify the responses I provide to the following questions regarding my prior drug use will be true and accurate to the best of my recollection.

• Yes
• No

11
Please select the option below which details any marijuana usage (e.g., THC extracts, cannabis, hashish, or marijuana extracts) legally or illegally within the last two (2) years.

• None
• 1 - 5 times
• 6 - 10 times
• 11 - 20 times
• 21 - 30 times
• More than 30 times

12
Please select the option below which details any steroid or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.

• None
• 1 - 5 times
• 6 - 10 times
• 11 - 20 times
• 21 - 30 times
• More than 30 times

13
Please select the option below which details any Adderall or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.

• None
• 1 - 5 times
• 6 - 10 times
• 11 - 20 times
• 21 - 30 times
• More than 30 times

14
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony during your lifetime. (Does not include marijuana or heroin.)

• None
• 1 time
• 2 - 3 times
• 4 - 5 times
• 6 - 8 times
• more than 8 times

15
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony since turning 21 years of age. (Does not include marijuana or heroin.)

• None
• 1 time
• 2 - 3 times
• 4 - 5 times
• 6 - 8 times
• more than 8 times

16
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony within the last seven (7) years. (Does not include marijuana or heroin.)

• None
• 1 time
• 2 - 3 times
• 4 - 5 times
• 6 - 8 times
• more than 8 times

17
Please select the option below which details your heroin usage over your lifetime.

• None
• 1 - 5 times
• 6 - 10 times
• 11 - 20 times
• 21 - 30 times
• More than 30 times

Required Question