State of Arizona · 5 hours ago
CTE, Office Manager
Phoenix, AZ
Full-time
Hybrid
Mid Level
$51K/yr - $54K/yrThe Arizona Department of Education is a service organization committed to raising academic outcomes and empowering parents. This position coordinates and manages vital office procedures and serves as the 'go-to' person for internal issues, performing a variety of administrative and business management functions.
GamingGovernmentVideo Games
No H1B
U.S. Citizen Only
Responsibilities
Process CTE's procurement requisitions ensuring that proper policies and procedures are followed
Provide customer service to staff and vendors during the procurement experience
Follow-up to ensure payment of invoices is prompt, and when not, investigate and resolve the issue so payment is made
Maintain all expenditure audit files for the CTE Unit including procurement, travel, printing, office supplies, etc. and the logs related to such
Create reports as requested using the expenditure logs
Assist in compiling requested information during the annual audit of CTE
Reconcile monthly print invoices
Oversee the maintenance and preparation of records retention management programs
Act as the CTE supply and equipment manager which involves purchasing and inventory as well as maintaining checkout logs
Answer the CTE mainline properly and directing calls and visitors to the appropriate resource
Maintain the internal schedules of CTE staff
Maintain the orderliness and efficiency of the CTE office area
Act as the liaison among other ADE Departments, Facilities and IT to coordinate construction, personnel and equipment moves
Maintain necessary documentation related to moves and construction
Notify appropriate personnel when service or repair on equipment is needed or when safety issues arise on the 4th floor
Act as liaison between ADE and ACTE/Az regarding the annual jointly sponsored CTE conference to ensure a satisfactory and rewarding experience for teachers, CTE staff, and vendors; This will include the compilation of meal lists, verifying hotel rooms for presenters and staff, ensuring PO's are in place for stipends and that invoices are received to enable payment
Communicate with the Executive Director of ACTE/Az frequently regarding the conference and solve problems when they arise
Maintain a separate expense log for all conference expenditures
Provide orientation and training to personnel on internal and external administrative procedures
Prepare and present materials related to proper procurement procedures, an orientation handout for new CTE employees and training staff regarding the CTE conference
Consult with team leads and managers on administrative tasks and procedures and assist in developing and instituting improvements
Qualification
Required
Knowledge in office management, procurement, inventory and supplies policies and procedures
Knowledge in office machinery (computers, printers, copiers, telephones etc.)
Knowledge in records management procedures
Knowledge in English grammar
Knowledge in basic mathematical calculations
Experience with administrative support
Skills in excellent customer service
Skills in excellent organizational skills
Skills in effective oral and written communication
Skills in following established regulations, guidelines and procedures that pertain to specific tasks
Skills in recognizing and resolving routine problems independently
Skills in Microsoft Office Suite programs
Ability to successfully interact and communicate with coworkers and customers from diverse backgrounds
Ability to promote a workplace atmosphere of helpfulness, congeniality and teamwork
Ability to resolve conflicts and problem solve in an appropriate manner
Ability to prioritize in order to manage time and projects with efficiency and flexibility
Ability to maintain concentration while performing very detailed tasks
Ability to develop procedures and design effective plans for improvement
Ability to operate and perform general maintenance/repair on office equipment
Ability to work independently
Preferred
Knowledge of State and ADE Procurement and Agency Policies and Procedures
Knowledge of various federal and state CTE grant statutes, rules, regulations, guidelines and procedures
An associate's degree
Benefits
Affordable medical, dental, life, and short-term disability insurance plans
Top-ranked retirement and long-term disability plans
Ten paid holidays per year
Vacation time accrued at 4.00 hours bi-weekly for the first 3 years
Sick time accrued at 3.70 hours bi-weekly
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
Deferred compensation plan
Wellness plans
Company
State of Arizona
As public servants, we deeply care about Arizona and are committed to facing the issues of our state head-on.
Founded in 1995
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Aletha Della Rocco
Human Resources Business Partner, Talent Acquisition
George McNeely MBA
Chief Human Resources Officer - Arizona Department of Administration - Shared Services
Recent News
Phoenix Business Journal
2025-01-11
The Arizona Republic
2024-01-27
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