Program Specialist

DEPT OF ADMINISTRATION Delivering results that matter by providing best in class support services.

Program Specialist Job Location

General Services Division (GSD)
This position may offer the ability to work remotely on a hybrid schedule, within Arizona, based upon the department’s business needs and continual meeting of expected performance measures
Main Office

Location:

1400 W Washington, B200, Phoenix AZ

Salary:
Up to $67,320

Grade: 20

Open Until Business Needs Are Met (first review of resumes 9/28/2026)

The Arizona Department of Administration (ADOA), General Services Division (GSD), is seeking a qualified individual to serve as a Program Specialist. This critical position coordinates the complex business operations for the division, serving as a primary liaison for all external stakeholders while providing essential support to the GSD Business Manager, Building Inspectors, and Project Managers. In this role, the successful candidate will manage comprehensive financial and budget administration—utilizing AZ360 for expenditure tracking and reporting—and deliver key operational support across procurement, human resources, and inter-agency agreements.

• Manage the end-to-end financial lifecycle for Tenant Improvement (TI) and Interagency Services Agreement (ISA) databases, including program and function creation, fund transfer requests, budget adjustments, expenditure corrections, refunds, and closeout procedures.
• Oversee all aspects of annual and recurring ISAs, including tracking, reconciliations, monthly, quarterly, and annual updates, budget adjustments, and leading ISA budget update meetings.
• Handle invoice creation, fund transfers, expenditure corrections, and refunds for one‑time small project ISAs related to Physical Security and Facilities Operation and Maintenance (FOAM).
• Process vendor requisitions and invoice payments in a timely manner, reconciling outstanding items and reviewing internal transfers for accuracy.
• Perform regular budget analysis to maintain data integrity and enter corrective financial documents to troubleshoot transaction issues.
• Generate and present financial reports to Project Managers and GSD leadership.
• Review wire and check deposits, obtain remittance information for revenue proceeds, and perform CAM setup in AZ360 (including establishing function and activity codes).
• Track multi‑year and non‑expiring funding transfers to ensure proper recordkeeping and compliance.
• Serve as an operational liaison by responding to staff inquiries, interpreting complex financial transactions, or directing issues to appropriate contacts.
• Assist with division human resources activities, including coordinating recruitment efforts between GSD and ADOA HR, handling employee onboarding and offboarding, and monitoring personnel.
• Track and assign hardware inventory, coordinate with the Arizona Strategic Enterprise Technology (ASET) department to meet annual inventory obligations, and monitor software assignments.
• Coordinate division travel, arrange car rentals, and process travel reimbursements.
• Oversee the GSD vehicle fleet, including fuel card distribution and confirmation, vehicle tracking, and managing risk claims.
• Execute special projects and administrative tasks as assigned by division leadership.

Knowledge of:

• The statutes, policies, and procedures established for ADOA.
• The principles, concepts, and methods of governmental accounting and budgeting.
• The State Procurement Code.
• The principles and practices of administration and supervision.
• The principles and practices of management.
• Construction and Facility best practices.

Skills in
:

• Navigation of the Arizona Procurement Portal (APP) system.
• Navigation of our Financial System…