Executive Assistant, TPS Ops

DEPT OF REVENUE

Funding Arizona’s future through excellence in innovation, exceptional customer service and public servant-led continuous improvement.

All Arizona State employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government. Our goal is for every ADOR team member to reflect on individual and team performance, reduce waste, and commit to continuous improvement with sustainable progress. Through AMS, every ADOR team member seeks to understand customer needs, identify problems, improve processes, and measure results.

Job Location:

Address: 1600 W Monroe Street, Phoenix AZ 85007

Salary: $58,000 annualized

Grade: 19

Closing Date:
Open until filled

The Executive Assistant, TPS Ops provides professional administrative support to Taxpayer Services (TPS) leadership performing administrative, recruitment and budget liaising functions.

This position may be available for remote work within Arizona (3 to 4 days per week in the office/hoteling).

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Administrative and Clerical

• Leadership Support:
  • Manages the calendar for the Assistant Director (TPS) by scheduling meetings, phone calls, and focus time, and confirming or rejecting requested appointments
  • Schedules meetings for TPS management
• Recruiting Support:
  • Attends employee recruitment intake calls
  • Schedules interviews for employee and Contractor positions
  • Attends weekly TPS Leader employee recruiting call
  • Processes AZ tax compliance checks and creates new user tickets
  • Opens temp/contractor requisitions, sends new contractor requests, and creates new user tickets
• Payroll Support:
  Serves as employee timecard proxy

Budget & Financial Support

Acts as back-up to ESA, AD/TPS to include:

• Prepares purchase requests, obtain approvals, and creates requisitions
• Meets and works with the Budget team on a weekly basis to cover various items such as resolving questions, receiving guidance, and any other items that arise
• Identifies funding from available budget needed for newly identified needs
• Obtains approvals and processes budget transfers
• Prepares and processes purchase orders, obtaining necessary approvals and managing requisitions for new items, training programs, contracted services, renewals, and professional services
• Receives, obtains approvals, and processes invoices in the APP procurement system
• Attends monthly accounting and budget meetings
• Prepares position change forms for budget approval
• Works with the TPS Leadership team on financial reporting, budget planning and monitoring, and procurement tasks.
• Completes budget planning documents for the upcoming fiscal year

Agency/Department Compliance & Continuous Improvement

• Remains current on all laws, regulations, policies, and best practices related to taxation through regular engagement in activities such as: self-directed research, conferring with other practitioners and technical experts; subscriptions to regulatory/legal/industry newsletters and briefs; membership industry associations and attendance at meetings/events; and or participation in training and others continuing education opportunities.
• Actively contributes to team and individual effectiveness through the following:
  • Attends staff meetings and huddles of division teams; and may cascade and track information as indicated
  • Completes all required training in a timely manner.
  • Participates in assigned projects as appropriate.
  • May complete periodic metrics, projects, huddle boards and reports as requested.
  • Prepares for and actively participates in 1:1 coaching with supervisor
• Maximizes work processes and deliverables through lean principles within the Arizona Management System (AMS); and provides recommendations for process improvement,…