ADMINISTRATIVE SERVICES OFFICER 4

Arizona Department of Administration; Phoenix (AZ); On-site; USD 29,000 - 48,000; Full time

Benefits offered by this job

Sick leave

Vacation with 10 paid holidays peryear

Health and dental insurance

Retirement plan

Life insurance and long-term disabled

Job summary

The Department of Emergency & Military Affairs seeks an Administrative Services Officer 4 at Papago Park Military Reservation, Phoenix, AZ. This role supports the Environmental Management Office with budgeting, forecasting, and federal funds management, reporting to the EMO Deputy Director.

Responsibilities include preparing budgets, tracking expenditures, and providing financial analysis while ensuring compliance with GT&C, MCA, and GAAP. Supervisory duties apply.

Qualifications

• Two years of accounting, finance, and/or resource management experience.
• Knowledge of GAAP and budgeting principles.
• Ability to manage budgets, forecasts, and financial reporting.
• Experience with federal funds and cost control practices.

Responsibilities

• Directs annual federal budgetary and forecasting cycles.
• Performs financial reporting and expenditure oversight.
• Collaborates with EMO program managers on project funding.
• Maintains chart of accounts and internal controls.
• Supervises 1–2 staff on resource management tasks.
• Oversees open encumbrances and expenditure tracking.

Skills

Budgeting

Forecasting

Financial analysis

Supervising staff

Verbal and written communication

Microsoft Excel

Budget reporting

Education

Bachelor's degree in Business Administration, Accounting, Finance, or Audit

CPA license preferred

Tools

AFIS

GFEBS

APP

GAAP

Microsoft Office

Job description

DEPT OF EMERGENCY AND MILITARY AFFAIRS

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions.

ADMINISTRATIVE SERVICES OFFICER 4

Work Location: Papago Park Military Reservation (PPMR), Phoenix, AZ

Salary: UP TO $34.6631 per hour (DOE)

Grade: 23

Closing Date: October 9, 2026

This position serves as the Environmental Management Office (EMO) Resource Manager (RM) under the Construction and Facilities Management Office (CFMO) reporting directly to the EMO Deputy Director. This position supervises, directs, and performs a wide range of resource management activities in support of the EMO's budget, particularly in the areas of budget preparation, financial planning, special projects, and other duties as assigned. The EMO Resource Manager oversees the forecasting and expenditure of all federal funds and exercises considerable discretion and independent judgment within established policies and procedures. The position is responsible for understanding the federal budget needs, requirements, and expenditures, to promote collaborative, fiscally responsible management of all funds available for the Environmental Management Office. Provides managerial accounting data to assist in the identification of any cost trends that may have extreme positive and negative impacts upon the department's funding climate. Ensures strict adherence to a complex regulatory framework, guaranteeing that all financial activities comply with federal and state laws, agency policies, and the General Terms & Conditions (GT&C) of the Master Cooperative Agreement, Award 1002. Beyond financial stewardship, the incumbent actively champions a workplace culture of continuous improvement, leveraging teamwork, standard operating procedures (SOPs), root cause problem-solving, and performance metrics to optimize departmental operations and efficiency.

Job Duties:

• Strategic Budgeting, Forecasting & Reporting: Directs the annual Federal Fiscal Year budgetary and forecasting cycle in alignment with strategic objectives. Analyzes historical data and future funding trends, collaborating with Environmental Branch Managers and their teams to formulate comprehensive financial plans and submit annual federal budget requests to the National Guard Bureau. Executes, reconciles, and administers federal ledger budgets on a monthly basis, continuously monitoring cost controls and making adjustments to ensure compliance with authorized appropriations. Delivers detailed, on-demand budget expenditure and performance reports directly to the Environmental Director and Deputy Director.
• Financial Reporting and Analysis: Performs financial reporting and oversight to ensure fiscal integrity and regulatory compliance, including the review and formal approval of all EMO purchase requests to verify adherence to policies, General Terms & Conditions (GT&C), and budgetary limits. The position generates and maintains critical financial data such as monthly Open Purchase Order and Requisition logs, detailed cash flow analyses for all Environmental programs (Award 2), and comprehensive AZ360 system reports.
• Program Collaboration & Fiscal Execution: Collaborates directly with Environmental Management Office (EMO) program managers to review project statuses, ensuring strict fiscal responsibility and proper resource execution for all initiatives under Award 2. Actively tracks and monitors revenues, expenditures, and open encumbrances for EMO projects in strict accordance with the Master Cooperative Agreement (MCA).
• Financial Integrity, Internal Controls & Supervision: Maintains the accuracy of all financial records by managing a systematic chart of accounts. Implements, enforces, and monitors a robust internal control framework to prevent financial mismanagement and safeguard organizational assets. Directly supervises, mentors, and directs 1–2 subordinate personnel on work plans, career growth, and resource management functions. Conducts formal mid-term and End-of-Year performance counseling. Provides direct oversight and training to subordinate staff executing financial actions and processing credit card invoices for approval and payment by State Accounting. Regularly attends high-level meetings and briefings alongside senior staff to represent the Environmental section.
• Reimbursement & Expense Tracking: Directs and maintains comprehensive visibility over organizational expenses, ensuring the sum of open encumbrances and actual expenditures consistently remains within authorized fiscal year budget limits. Monitors payroll, purchases, training costs, and diverse reimbursement programs from various internal and external agencies, including Ordnance Operations, the Peace Vanguard program, Arizona Game & Fish, the Arizona Department of Transportation, and other Joint Force Headquarters Arizona National Guard (JFHQ AZARNG) Staff sections.
• Other duties as assigned related to the position.

Knowledge, Skills & Abilities (KSAs):

• Knowledge of: The goals and objectives of DEMA, the EMO, and the Arizona National Guard; Budget preparation and execution; Generally accepted accounting principles as well as an understanding of the U.S. Army accounting structure, practices, and procedures; Army, Department of Defense, NGB and state regulations policies, and procedures; State of AZ personnel policies and procedures and state personnel rules; Budgeting techniques and procedures; Resource Manager duties and functions;
• Skilled in: Supervising staff, the time and priority management of others; Personnel management, counseling and mentoring; Verbal and written communication; Microsoft work, Excel, Power Point, and Outlook software applications; Management of funds, budget sheets, reports preparation, and financial problem solving;
• Ability to: Create and modify databases to include writing queries and developing reports; Communicate effectively, verbally and in writing; Develop and administer budget, cash flow management, planning and forecasting, and financial analysis and reporting; Think strategically, aligning resource management activities with the long-term mission and goals of the organization; Act with initiative and make critical decisions under delegated authority as a deputy to a principal Resource Manager; Advise and influence senior leadership on matters of fiscal policy, risk, and strategic resource utilization; Provide direct oversight of a complex program and funding stream, ensuring full accountability and compliance; Synthesize vast amounts of financial data and regulatory guidance into clear, actionable strategies.

Selective Preference(s):

Desired qualifications include any combination of experience, education, and training that meets the knowledge, skills, and abilities as described. Ideal candidate would have at least 2+ years' working experience with the following financial systems/programs. Arizona Financial Information System (AFIS), General Fund Enterprise Business Systems (GFEBS), Arizona Procurement Program (APP), Fiscal Law, Cooperative Agreements, Master Cooperative Agreement and Generally Accepted Accounting Principles (GAAP). CPA license and/or Bachelor's Degree in Business Administration, Accounting, Finance, or Audit preferred.

Pre-Employment Requirements:

• Special Job Requirements: Two years of accounting, finance, and/or resource management experience. One plus year(s) of supervisory experience. This position requires possession of and ability to retain a current, valid Arizona state-issued driver's license appropriate to the assignment. 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.). In/out of State travel required. Individual is required to pass a criminal background investigation. Candidates for this position will be required to submit to a criminal background investigation as well as possess the ability to achieve a favorable Tier 1 investigation for the purpose of obtaining/maintaining a Common Access Card (CAC) within one year of hire for required access to DoD software and platforms such as PRIDE, WEBCASS, ESTARR, EQUIP, DoD M365 Suite, etc.

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

Benefits:

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

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.

Retirement

Eligible DEMA employees participate in excellent retirement programs provided by the Arizona State Retirement System (ASRS) and for fire personnel the Public Safety Personnel Retirement System (PSPRS).

Contact Us:

If you have any questions, please feel free to contact [e-mail]. DEMA is a smoke-free work environment. ADA/EEO Employer. The State of Arizona is an Equal Opportunity and Reasonable Accommodation Employer.

Advertised: 02 Oct 2026 US Mountain Standard Time
Applications close: 09 Oct 2026 US Mountain Standard Time