Finance Executive Assistant Jobs (NOW HIRING)

Finance Division

Phoenix Location

Reporting directly to the Chief Financial Officer (CFO), this position provides comprehensive administrative, operational, and financial support to the Finance Division.
Rare in-state travel is required for this position.
The Arizona Department of Education currently utilizes a hybrid work environment, with up to two days of remote work (contingent upon business needs). Candidates should apply with an ability and willingness to work in-office up to five days per week as business needs necessitate.

This position:
Manages and maintains the CFO's calendar, coordinating meetings and events for Finance leadership, arranging travel and conference logistics, processing travel reimbursements, and supporting directors and division staff with scheduling and administrative needs;
Coordinates recruitment activities by pre-screening candidates, scheduling interviews, and facilitating onboarding processes, including granting and maintaining access to Finance systems, shared files, and applications for new hires and transferees;
Prepares, collects, analyzes, and maintains operational, budgetary, workforce (FTE), and other management reports to support Finance Division decision-making and accountability;
Monitors and reviews purchasing card transactions, tracking travel card compliance, coordinating procurement activities, reconciling expenditures, maintaining equipment inventories, and supporting budget-related processes, including activity code creation and management;
Organizes and maintains financial, contractual, and administrative records, including Grant Award Notifications and Inter-Agency Service Agreements, while assisting with special projects and research initiatives as assigned
Performs general office and customer service functions, including greeting visitors, managing incoming communications, distributing correspondence, ordering office supplies, coordinating activities with internal and external stakeholders, providing administrative support to Finance leadership, and serving as a liaison across agency departments;
Supports departmental engagement activities and special events as needed; and
Assists with agency strategic planning and budget processes by maintaining and updating the agency Strategic Plan within the Arizona Budget System, compiling and submitting required information in collaboration with the CFO, Budget Team, and Finance leadership, and providing administrative and operational support for strategic planning initiatives and annual budget submissions.

Knowledge in:
Executive calendaring and meeting coordination
Budgeting and expenditure tracking principles
Budgeting and strategic planning processes
Procurement and purchasing card processes
Records management and document retention
Skills in:
Calendar management and scheduling
Report preparation and data analysis
Written and verbal communication
Organization and records management
Travel coordination and reimbursement processing
Customer service and stakeholder support
Microsoft Office and financial systems
Intermediate to advanced skill in using Microsoft Outlook, Word, and Excel?
Ability to:
Manage multiple priorities and deadlines
Maintain confidentiality and discretion
Coordinate complex meetings and logistics
Analyze and interpret operational data
Work independently with minimal supervision
Collaborate effectively across organizational levels
Exercise sound judgment and attention to detail

Preference will be given to those applicants with:
A Bachelor's degree in Business Administration, Public Administration, Finance, Accounting, Management, or a related field
Advanced knowledge of Arizona state administrative and financial systems, including AZ360/Arizona Financial Information System (AFIS), Human Resources Information System (HRIS), and other enterprise business applications
Experience supporting executive-level leadership, budget administration, strategic planning, financial reporting, and administrative operations in a government or public-sector

Offers are contingent upon successful completion of all background and reference checks, required documents and, if applicable, a post-offer medical/physical evaluation.
If this position requires driving or the use of a vehicle as an essential function of the job, then the following requirements apply. Driver's License Requirements.
All employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

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).

The State of Arizona provides an excellent comprehensive benefits package including:
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

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

You will be required to participate in the Arizona State Retirement System (ASRS) upon your 27th week of employment, subject to waiting period. On or shortly after, your first day of employment you will be provided with enrollment instructions and effective date.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-3186 or emailing Human.Resources@azed.gov. Requests should be made as early as possible to allow sufficient time to arrange the accommodation.