Finance and Operations Coordinator | Arizona Commission on the Arts

ARTS COMMISSION; Phoenix (AZ); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Arizona Commission on the Arts in Phoenix, AZ is seeking a Finance and Operations Coordinator (Grade 18) to provide essential administrative and fiscal support across agency operations. The role reports to the Director of Finance and Operations and emphasizes attention to detail, time management, and the ability to learn state software platforms such as AZ360, Salesforce, and InfoAdvantage.

This entry-level position handles tasks in fiscal operations, travel coordination, and general office

Qualifications

• Working knowledge of standard office operations, recordkeeping, filing protocols, and document workflow management.
• Experience using Microsoft Office Suite and Google Workspace, with aptitude for learning complex software.
• Exceptionally accurate inputting, reviewing, and maintaining records and financial entries.
• Strong organizational skills to manage multiple daily tasks and deadlines.
• Excellent active listening, written communication, and customer service to staff and vendors.
• Ability to handle confidential financial and personnel information with discretion.

Responsibilities

• Provide administrative support for grants, accounts payable/receivable, and state financial transactions.
• Coordinate staff travel logistics, including flights, hotels, and reimbursements; manage travel records.
• Assist Grants Team with tracking Final Reports and maintain onboarding materials and procedures.
• Perform standard office duties and serve as point of contact for facilities and vendor requests.

Skills

Administrative & Clerical Knowledge

Technical Software Proficiency

Detail & Precision

Time Management & Organization

Communication & Service

Professional Judgment & Discretion

Tools

Microsoft Office Suite

Google Workspace

Job description

Position Title: Finance and Operations Coordinator (Grade 18)

Agency: Arizona Commission on the Arts, an agency of the State of Arizona

Location: Phoenix, Arizona

Salary: $50,000 + the State of Arizona's comprehensive benefits package

Total Openings/Type: 1/Full-Time, 40 hours per week

Apply by: October 15, 2026

Agency Overview

One of 56 state and jurisdictional arts agencies across the United States, the Arizona Commission on the Arts is a 58-year-old agency of the State of Arizona that invests in and amplifies the public benefit of the arts in Arizona. The Arts Commission is staffed by a small team of professionals, each grounded in arts-based practice, and governed by a 15-member commission, appointed by the Governor of Arizona.

Position Overview

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.

Key Responsibilities & Duties

In increments of no less than 10%, preceded by percent of time spent.

50%│ 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.
• 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.
• 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.
• 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.
• 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.

20% │ 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.
• 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.
• 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.

20% │ General Operations and Support

• Assists the Grants Team from August to October by tracking, collecting, and organizing submitted Final Reports across grantmaking programs.
• 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.
• Performs routine office administration duties, including receiving, sorting, and distributing agency mail.
• Coordinates the issuance and tracking of office keys, alarm codes, building badges, and related onboarding credentials.
• Monitors day-to-day office workflows, providing feedback to management on potential process improvements and assisting staff with standard operational procedures.
• Formats, updates, and distributes standard agency forms and templates for staff use.
• Serves as the primary contact for facilities and vendor requests, scheduling routine repairs, maintenance, and building services with state departments and external contractors.

10% │ 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)

• 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.
• Detail & Precision: Exceptional accuracy in inputting, reviewing, and maintaining records, financial entries, and sensitive documentation.
• 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.
• Professional Judgment & Discretion: Ability to handle confidential financial and personnel information with sensitivity, exercise good judgment, and recognize when to seek guidance or elevate complex issues.

On-the-Job Training (Will Learn)

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

Details

Organization/Company: Arizona Commission on the Arts
Website: https://azarts.gov/
Location: Phoenix, AZ
Apply by: October 15, 2026

Press Resources

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The Arts Commission is working to resolve issues with its email server this morning. If you have attempted to email a member of our staff in the past 24 hours and had your email bounced back to you, you can try to send it again later today. You can also send the email to [e-mail]. We apologize for any inconvenience.