Company:
Arizona Department of Public Safety
Location: Phoenix
Closing Date: 06/11/2024
Hours: Full Time
Type: Permanent
Job Requirements / Description
Salary : $45,306.98 - $59,874.26 Annually
Location : Phoenix, AZ
Job Type: Full-time
Job Number: 4204-24E-02
Division: Agency Support Division
Opening Date: 10/25/2024
Summary Statement
This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies over the life of the list. Apply promptly; application period may close without notice.
Must successfully complete the examination process.
Written Examination - weight 100%
Please select the link to review the Exam Plan for additional information about the testing.
Responsible for a variety of highly responsible general accounting functions for all areas of the Department to include accounts payable, travel, general ledger, and monthly reconciliation of purchasing cards (P-Card) and/or sales/use tax. Responsibilities include preparing; journal entries for payments, deposits (revenue or reimbursements on expenditures), reclassifying expenditures or revenues between funding sources; monitoring and tracking financial information; administering support functions for all aspects of employee travel; maintaining accurate records and files, and resolving problems occurring within the assignment. Supervision is received from a Financial Services Supervisor, an Administrative Services Officer, or Financial Services Manager. This is a competitive classification.
If you have a disability which may require an accommodation, please notify
in writing prior to the test date.
Essential Functions (not intended to be all inclusive)
1. Prepares, reviews, and processes invoices for payment.
2. Receives and reviews daily cash/check deposits and prepares them for submission to the State Treasurer's Office.
3. Inputs requisition information into the State's accounting system to encumber future expenditures.
4. Coordinates airline reservations and various other travel arrangements for department employees as needed. Ensures appropriate approvals have been obtained prior to making reservations. Prioritizes a high volume of travel requests to ensure lowest available airfares available have been selected. Processes timely reimbursement of employee travel claims.
5. Processes transfers (journal entries) between agencies and within the various department units.
6. Inputs financial data into the State's accounting and payroll systems to initiate financial transactions and to reimburse employees.
7. Reviews, records, and reconciles vendor invoices using the State's accounting and procurement systems.
8. Processes P-Card transactions for payment, maintains cardholder information, coordinates new card disbursement, and assists in P-Card training classes.
9. Performs monthly reconciliation of P-Card transactions to credit card statements.
10. Reviews and reconciles sales/use tax payments to the Arizona Department of Revenue.
11. Monitors past due statements, requests information from vendors or customers to process payments and keep accounts current, and ensures payments are made as prescribed by statute.
12. Communicates orally and in writing with vendors, budget/grant coordinators, and various other Departmental personnel to resolve problems, notify appropriate personnel of changes, interpret and explain travel policies, and provide information regarding the State's accounting system and proper coding of financial documents.
13. Audits financial documents, travel claims, and transfer and deposit documents to ensure they meet the State of Arizona Accounting Manual, Department General Orders, and Generally Accepted Accounting Principles.
14. Researches and reconciles billing discrepancies to ensure accuracy of payments.
15. Researches, analyzes, and resolves posting errors that occur in the State's accounting system.
16. Develops and maintains computerized spreadsheets to track financial or administrative information
17. Tracks open purchase orders to ensure total funds expended do not exceed funds encumbered or approved.
18. Directs calls and distributes mail within the Financial Services Bureau.
19. May have the capability to review and approve invoice payments in the State's procurement and accounting systems.
20. Establishes, updates, and maintains manual and automated filing systems for confidential and administrative files to satisfy audit requirements and to track information.
21. Delivers and retrieves documents from various state agencies using a state vehicle.
22. Evaluates and makes recommendations regarding procedural changes in adherence to DOA accounting rules and State accounting guidelines.
23. Participates in the review and revision of travel and financial-related General Orders to ensure compliance with the State of Arizona Accounting Manual.
24. Assists employees from all areas, serving as a source of financial information and interpretation as it applies to the Department and the State of Arizona.
25. Assists in projects associated with general accounting or administrative tasks as they relate to the Department and the State of Arizona.
Knowledge, Skills, and Abilities Required
Knowledge of:
1. primary financial records (i.e., payables, receivables, expenditures, revenues, and financial statements).
2. basic mathematical calculations.
Skill in:
the use of office equipment.
Ability to:
1. provide excellent customer service.
2. display initiative and enthusiasm to learn and grow.
3. analyze financial data with minimal guidance.
4. organize and prioritize tasks.
5. communicate effectively in verbal and written forms.
6. work collaboratively within a team environment.
7. think innovatively and resolve issues as they arise.
Minimum Qualifications
Requires one (1) year of general accounting experience; OR thirty (30) semester hours of accounting, business, or related courses from an accredited college or university may substitute for the required experience.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Office setting.
Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
A summary of the Arizona Department of Public Safety Benefits is linked
01
Are you legally entitled to work in the United States?
02
Select the option below which indicates how you meet the minimum qualifications for this classification per the job description.
03
Please provide additional details to describe your experience which qualifies you for this classification.
04
Select the one option below that best describes your highest level of education completed.
05
If applicable, please list your degree and major and/or the number of college units you have completed.
06
How many years of work experience do you have in accounts payable?
07
How many years of work experience do you have in accounts receivable?
08
How many years of work experience do you have processing business deposits?
09
How many years of work experience do you have in coding expenditures or revenues prior to processing financial transactions?
10
How many years of work experience do you have processing financial transfers or journal entries?
11
How many years of experience do you have reconciling vendor accounts?
12
How many years of experience do you have administering business travel processes as an accounting/finance function? (e.g., interpreting and explaining travel policies, and verifying employee travel claim forms.)
13
Does your work experience include application of the State of Arizona Accounting Manual (SAAM) travel policies and procedures?
14
List the employer/agency name(s) and dates of service where you obtained the experience which corresponds to questions 5 - 12. This information should also be included in the Work History section of your application. A response of "See Resume" is not acceptable and will be disqualifying.
15
How many years of experience do you have utilizing accounting software?
16
Select your years of experience working with the Arizona Financial Information System (AFIS).
17
In your current or previous position, how frequently do/did you utilize the AFIS?
18
List the employer/agency name(s) and dates of service where you obtained the experience which corresponds to questions 14 - 16. This information should also be included in the Work Experience section of your application. A response of "See Resume" is not acceptable and will be disqualifying.
19
Using the following descriptions, how would you define your level of expertise with spreadsheets? (Be prepared to demonstrate.)* Advanced - complex macros, statistics, & matrix manipulation; project design using multiple, integrated spreadsheets.* Intermediate - charting; auto filter; goal seeking; pivot tables; macros; text functions; math functions; lookup functions.* Basic - save, retrieve, print, email worksheets; copy, rename & delete files; subtotal, sort & filter; create graphs & charts.
20
Select the spreadsheet functions/categories you have experience using on a regular basis. NOTE: You may be asked to demonstrate your experience and/or proficiency level.
21
I acknowledge and agree I may be asked to demonstrate my spreadsheet experience and/or provide samples of work product to validate my responses.
22
Have you ever been convicted of a felony or an offense which would be a felony if committed in the state of Arizona?
23
I understand if selected for a position, I will take a polygraph and answer questions regarding my past drug use among other items. Providing untruthful or misleading answers will result in disqualification. I certify the responses I provide to the following questions regarding my prior drug use will be true and accurate to the best of my recollection.
24
Have you ever sold, produced, cultivated, or transported marijuana, or any other drug, for sale?
25
Please select the option below which details any marijuana usage (e.g., THC extracts, cannabis, hashish, marijuana extracts, or marijuana edibles) legally or illegally within the last six (6) months.
26
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony within the last seven (7) years. (Does not include marijuana or heroin.)
27
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony since turning 21 years of age . (Does not include marijuana or heroin.)
28
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony during your lifetime . (Does not include marijuana or heroin.)
29
Please select the option below which details your heroin usage over your lifetime.
30
Please select the option below which details any Adderall or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.
31
Please select the option below which details any steroid or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.
Required Question
Location : Phoenix, AZ
Job Type: Full-time
Job Number: 4204-24E-02
Division: Agency Support Division
Opening Date: 10/25/2024
Summary Statement
This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies over the life of the list. Apply promptly; application period may close without notice.
Must successfully complete the examination process.
Written Examination - weight 100%
Please select the link to review the Exam Plan for additional information about the testing.
Responsible for a variety of highly responsible general accounting functions for all areas of the Department to include accounts payable, travel, general ledger, and monthly reconciliation of purchasing cards (P-Card) and/or sales/use tax. Responsibilities include preparing; journal entries for payments, deposits (revenue or reimbursements on expenditures), reclassifying expenditures or revenues between funding sources; monitoring and tracking financial information; administering support functions for all aspects of employee travel; maintaining accurate records and files, and resolving problems occurring within the assignment. Supervision is received from a Financial Services Supervisor, an Administrative Services Officer, or Financial Services Manager. This is a competitive classification.
If you have a disability which may require an accommodation, please notify
in writing prior to the test date.
Essential Functions (not intended to be all inclusive)
1. Prepares, reviews, and processes invoices for payment.
2. Receives and reviews daily cash/check deposits and prepares them for submission to the State Treasurer's Office.
3. Inputs requisition information into the State's accounting system to encumber future expenditures.
4. Coordinates airline reservations and various other travel arrangements for department employees as needed. Ensures appropriate approvals have been obtained prior to making reservations. Prioritizes a high volume of travel requests to ensure lowest available airfares available have been selected. Processes timely reimbursement of employee travel claims.
5. Processes transfers (journal entries) between agencies and within the various department units.
6. Inputs financial data into the State's accounting and payroll systems to initiate financial transactions and to reimburse employees.
7. Reviews, records, and reconciles vendor invoices using the State's accounting and procurement systems.
8. Processes P-Card transactions for payment, maintains cardholder information, coordinates new card disbursement, and assists in P-Card training classes.
9. Performs monthly reconciliation of P-Card transactions to credit card statements.
10. Reviews and reconciles sales/use tax payments to the Arizona Department of Revenue.
11. Monitors past due statements, requests information from vendors or customers to process payments and keep accounts current, and ensures payments are made as prescribed by statute.
12. Communicates orally and in writing with vendors, budget/grant coordinators, and various other Departmental personnel to resolve problems, notify appropriate personnel of changes, interpret and explain travel policies, and provide information regarding the State's accounting system and proper coding of financial documents.
13. Audits financial documents, travel claims, and transfer and deposit documents to ensure they meet the State of Arizona Accounting Manual, Department General Orders, and Generally Accepted Accounting Principles.
14. Researches and reconciles billing discrepancies to ensure accuracy of payments.
15. Researches, analyzes, and resolves posting errors that occur in the State's accounting system.
16. Develops and maintains computerized spreadsheets to track financial or administrative information
17. Tracks open purchase orders to ensure total funds expended do not exceed funds encumbered or approved.
18. Directs calls and distributes mail within the Financial Services Bureau.
19. May have the capability to review and approve invoice payments in the State's procurement and accounting systems.
20. Establishes, updates, and maintains manual and automated filing systems for confidential and administrative files to satisfy audit requirements and to track information.
21. Delivers and retrieves documents from various state agencies using a state vehicle.
22. Evaluates and makes recommendations regarding procedural changes in adherence to DOA accounting rules and State accounting guidelines.
23. Participates in the review and revision of travel and financial-related General Orders to ensure compliance with the State of Arizona Accounting Manual.
24. Assists employees from all areas, serving as a source of financial information and interpretation as it applies to the Department and the State of Arizona.
25. Assists in projects associated with general accounting or administrative tasks as they relate to the Department and the State of Arizona.
Knowledge, Skills, and Abilities Required
Knowledge of:
1. primary financial records (i.e., payables, receivables, expenditures, revenues, and financial statements).
2. basic mathematical calculations.
Skill in:
the use of office equipment.
Ability to:
1. provide excellent customer service.
2. display initiative and enthusiasm to learn and grow.
3. analyze financial data with minimal guidance.
4. organize and prioritize tasks.
5. communicate effectively in verbal and written forms.
6. work collaboratively within a team environment.
7. think innovatively and resolve issues as they arise.
Minimum Qualifications
Requires one (1) year of general accounting experience; OR thirty (30) semester hours of accounting, business, or related courses from an accredited college or university may substitute for the required experience.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Office setting.
Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
A summary of the Arizona Department of Public Safety Benefits is linked
01
Are you legally entitled to work in the United States?
- Yes
- No
02
Select the option below which indicates how you meet the minimum qualifications for this classification per the job description.
- At least 1 year of general accounting experience
- 30 semester hours of accounting, business, or related courses from an accredited college or university. (ATTACH TRANSCRIPT).
- None of the above
03
Please provide additional details to describe your experience which qualifies you for this classification.
04
Select the one option below that best describes your highest level of education completed.
- High School diploma/GED
- Some college/Technical college/certification
- Associate's degree
- Associate's degree in Accounting, Business or a related field
- Bachelor's degree
- Bachelor's degree in Accounting, Business, Finance or a related field
- Master's degree
- Master's degree in Accounting, Business, Finance or a related field
05
If applicable, please list your degree and major and/or the number of college units you have completed.
06
How many years of work experience do you have in accounts payable?
- 3 or more yrs
- 2 or more but less than 3 yrs
- 1 or more but less than 2 yrs
- Less than 1 yr
07
How many years of work experience do you have in accounts receivable?
- 3 or more yrs
- 2 or more but less than 3 yrs
- 1 or more but less than 2 yrs
- Less than 1 yr
08
How many years of work experience do you have processing business deposits?
- 2 or more yrs
- 1 or more but less than 2 yrs
- 6 months or more but less than 1 yr
- Less than 6 months
09
How many years of work experience do you have in coding expenditures or revenues prior to processing financial transactions?
- 2 or more yrs
- 1 or more but less than 2 yrs
- 6 months or more but less than 1 yrs
- Less than 6 months
10
How many years of work experience do you have processing financial transfers or journal entries?
- 6 or more yrs
- 4 or more but less than 6 yrs
- 2 or more but less than 4 yrs
- 1 or more but less than 2 yrs
- Less than 1 yr
11
How many years of experience do you have reconciling vendor accounts?
- 6 or more yrs
- 4 or more but less than 6 yrs
- 2 or more but less than 4 yrs
- 1 or more but less than 2 yrs
- Less than 1 yr
12
How many years of experience do you have administering business travel processes as an accounting/finance function? (e.g., interpreting and explaining travel policies, and verifying employee travel claim forms.)
- 3 or more yrs
- 1 or more but less than 3 yrs
- 6 months or more but less than 1 yr
- Less than 6 months
13
Does your work experience include application of the State of Arizona Accounting Manual (SAAM) travel policies and procedures?
- Yes
- No
14
List the employer/agency name(s) and dates of service where you obtained the experience which corresponds to questions 5 - 12. This information should also be included in the Work History section of your application. A response of "See Resume" is not acceptable and will be disqualifying.
15
How many years of experience do you have utilizing accounting software?
- 4 or more yrs
- 2 or more but less than 4 yrs
- 1 or more but less than 2 yrs
- Less than 1 yr
16
Select your years of experience working with the Arizona Financial Information System (AFIS).
- 4 or more yrs
- 2 or more but less than 4 yrs
- 1 or more but less than 2 yrs
- Less than 1 yr
17
In your current or previous position, how frequently do/did you utilize the AFIS?
- Daily/Weekly
- Monthly
- Quarterly
- Yearly
- Not Applicable
18
List the employer/agency name(s) and dates of service where you obtained the experience which corresponds to questions 14 - 16. This information should also be included in the Work Experience section of your application. A response of "See Resume" is not acceptable and will be disqualifying.
19
Using the following descriptions, how would you define your level of expertise with spreadsheets? (Be prepared to demonstrate.)* Advanced - complex macros, statistics, & matrix manipulation; project design using multiple, integrated spreadsheets.* Intermediate - charting; auto filter; goal seeking; pivot tables; macros; text functions; math functions; lookup functions.* Basic - save, retrieve, print, email worksheets; copy, rename & delete files; subtotal, sort & filter; create graphs & charts.
- Advanced
- Intermediate
- Basic
- None
20
Select the spreadsheet functions/categories you have experience using on a regular basis. NOTE: You may be asked to demonstrate your experience and/or proficiency level.
- Lookup Functions
- Charts
- Data Sorts
- Pivot Tables
- Macros
- Linking
- Importing/Exporting
- Financial Functions
- Logical Functions
- Statistical Functions
21
I acknowledge and agree I may be asked to demonstrate my spreadsheet experience and/or provide samples of work product to validate my responses.
- Yes
- No
22
Have you ever been convicted of a felony or an offense which would be a felony if committed in the state of Arizona?
- Yes
- No
23
I understand if selected for a position, I will take a polygraph and answer questions regarding my past drug use among other items. Providing untruthful or misleading answers will result in disqualification. I certify the responses I provide to the following questions regarding my prior drug use will be true and accurate to the best of my recollection.
- Yes
- No
24
Have you ever sold, produced, cultivated, or transported marijuana, or any other drug, for sale?
- Yes
- No
25
Please select the option below which details any marijuana usage (e.g., THC extracts, cannabis, hashish, marijuana extracts, or marijuana edibles) legally or illegally within the last six (6) months.
- None
- 1 - 5 times
- 6 - 10 times
- 11 - 20 times
- 21 - 30 times
- More than 30 times
26
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony within the last seven (7) years. (Does not include marijuana or heroin.)
- None
- 1 time
- 2 - 3 times
- 4 - 5 times
- 6 - 8 times
- More than 8 times
27
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony since turning 21 years of age . (Does not include marijuana or heroin.)
- None
- 1 time
- 2 - 3 times
- 4 - 5 times
- 6 - 8 times
- More than 8 times
28
Please select the option that details any dangerous drug, illegal narcotic or vaporous substance usage NOT prescribed by a physician for the purpose of treating a medical condition or used in a bona fide religious ceremony during your lifetime . (Does not include marijuana or heroin.)
- None
- 1 time
- 2 - 3 times
- 4 - 5 times
- 6 - 8 times
- More than 8 times
29
Please select the option below which details your heroin usage over your lifetime.
- None
- 1 - 5 times
- 6 - 10 times
- 11 - 20 times
- 21 - 30 times
- More than 30 times
30
Please select the option below which details any Adderall or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.
- None
- 1 - 5 times
- 6 - 10 times
- 11 - 20 times
- 21 - 30 times
- More than 30 times
31
Please select the option below which details any steroid or similar drug usage within the last three (3) years NOT prescribed by a physician for the purpose of treating a medical condition.
- None
- 1 - 5 times
- 6 - 10 times
- 11 - 20 times
- 21 - 30 times
- More than 30 times
Required Question
Share this job
Arizona Department of Public Safety