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State of Arizona · 1 day ago

Office Manager

Phoenix, AZ

Full-time

Onsite

Mid Level

$56K/yr - $56K/yr

The State of Arizona's Department of Health Services is dedicated to promoting and protecting the health of its communities. The Office Manager will perform a variety of administrative tasks that are critical to the Bureau of Vital Records, including coordinating meetings, managing vendor issues, and supporting new hires.

GovernmentOffice AdministrationPublic Relations

No H1B

Responsibilities

This position is responsible for providing administrative support services including, but not limited to, coordinating meetings and all facilities requests

This position will collaborate with Assistant State Registrar & Chief in a variety of administrative/business management functions of the Bureau including but not limited to initiating requisitions, researching and resolving vendor issues, facilitating travel needs and reimbursements, assisting with fixed assets and equipment inventory for the BVR

This position will be responsible for entering all purchase order requisitions into the Document Request System (DRS) and tracking the workflow on all Bureau requests through the DRS and the Arizona Buyer Portal (APP)

This position will receive all county orders for security paper and work with the Bureau’s vendor in submitting the orders, tracking the request and entering all necessary information on the Certified Paper Reimbursement Tracker in order for Finance to track revenue and Accounts Receivable to invoice

This position will be responsible for tracking all contracts, agreements and memorandums of understanding that are under the purview of the Bureau

This position will work closely with the ASR & Chief and Deputy Bureau Chief to ensure Vital Records documents are current, identify those that need to be updated and submit amendments and new requests into the Procurement Request System

This position will enter updates into the Contract Assurance System (CAS) for all active contracts and agreements

This position will provide support to the Health Program Manager 1 for the case management and registration of delayed birth, home birth and foreign-born registrations

Other duties as assigned as related to the position

Qualification

Administrative supportDocument Request System (DRS)Contract managementCustomer serviceOffice equipment proficiencyProblem resolutionCommunication skillsConfidentialityTeam collaboration

Required

High School Diploma

Knowledge of administrative support functions, customer service techniques and general business and finance practices

Knowledge of office equipment and computer systems, general office procedures and practices, general rules, regulations, and policies and procedures of the BVR

Ability to learn and operate new computer systems and processing equipment

Excellent listening, oral and written communication and customer service skills

Knowledge of State Travel Policy; government financial operations; government reference materials such as federal regulations, Arizona Revised Statutes, applicable agency manuals, and policies and procedures

Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies

Skills in the use of office equipment and computer systems, operate new computer systems and processing equipment

Excellent verbal and written communication; and advanced customer service skills

Ability to work in a fast-paced high volume office setting dealing with the public

Advanced communication skills

Oral and written; advanced interpersonal skills

Ability to work and be productive in one-on-one and group settings

Problem resolution

Ability to maintain highly confidential and sensitive information

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

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)