Position Title: Finance and Operations Coordinator (Grade 18)
Agency: Arizona Commission on the Arts, an agency of the State of Arizona
Location: Phoenix, Arizona
Salary: $50,000 + the State of Arizona’s comprehensive benefits package
Total Openings/Type: 1/Full-Time, 40 hours per week
Apply by: October 15, 2026
Agency Overview
One of 56 state and jurisdictional arts agencies across the United States, the Arizona Commission on the Arts is a 58-year-old agency of the State of Arizona that invests in and amplifies the public benefit of the arts in Arizona. The Arts Commission is staffed by a small team of professionals, each grounded in arts-based practice, and governed by a 15-member commission, appointed by the Governor of Arizona.
Position Overview
The Finance & Operations Coordinator provides essential administrative and fiscal support for agency-wide operations, including day-to-day office administration, facility maintenance coordination, and staff travel processing. The ideal candidate for this entry-level position brings exceptional attention to detail, strong time-management skills, and a high technical aptitude for learning specialized state software platforms and databases.
This position reports to the Director of Finance and Operations.
Key Responsibilities & Duties
In increments of no less than 10%, preceded by percent of time spent.
50%│ Fiscal Operations
- Provides administrative support for the timely distribution of grants, honoraria, accounts payable, state transfers, and accounts receivable transactions.
- Prepares and drafts claim form entries and attaches required documentation; inputs payment details into designated systems and routes claim forms to managers for approval and submission into the State accounting software, AZ360.
- Assists with routine payment tracking, including monitoring stop-payment requests and logging information needed to reissue expired or lost warrants.
- Drafts accounts receivable entries and processes routine cash receipt records to support billing, tracking, and collection workflows.
- Logs, tracks, and files documentation for incoming agency funds to maintain complete and audit-ready records.
- Navigates and searches AZ360, to look up financial transactions, track workflow statuses, confirm in-process payment schedules, and review internal transfers, and accounts receivable records.
- Enters and updates grantee/vendor profile data in AZ360, conducting vendor verifications and cross-checking data accuracy across W-9 forms, AZ360, and the agency’s Salesforce account profiles.
- Maintains system access certifications and completes required training for agency and State software platforms, including Salesforce, AZ360, and InfoAdvantage.
- Serves as a primary point of contact for routine constituent and staff inquiries regarding payment status and general fiscal operations questions.
20% │ Agency-Wide Travel
- Coordinates routine staff travel logistics, including reserving flights, hotels, and rental vehicles; compiles travel agendas and submits required travel requests to managers for approval. Arranges, books, and coordinates all travel logistics for the Executive Director.
- Maintains accuracy in the travel database by entering staff reimbursement requests, updating Salesforce records, and submitting and tracking reimbursement payments in coordination with the State’s Central Services Bureau.
- Assists with updating and maintaining travel procedural documentation, serving as a resource to answer staff questions on standard travel guidelines and filing steps.
- Processes and tracks agency travel card transactions, verifying receipts and preparing statement reconciliations for supervisor review and authorization.
20% │ General Operations and Support
- Assists the Grants Team from August to October by tracking, collecting, and organizing submitted Final Reports across grantmaking programs.
- Helps update and maintain the operational procedures manual and prepares onboarding materials for new employee orientations under the direction of the Deputy Director and HR Liaison.
- Performs routine office administration duties, including receiving, sorting, and distributing agency mail.
- Coordinates the issuance and tracking of office keys, alarm codes, building badges, and related onboarding credentials.
- Monitors day-to-day office workflows, providing feedback to management on potential process improvements and assisting staff with standard operational procedures.
- Formats, updates, and distributes standard agency forms and templates for staff use.
- Serves as the primary contact for facilities and vendor requests, scheduling routine repairs, maintenance, and building services with state departments and external contractors.
10% │ Other Duties
- Responds to routine constituent inquiries, building working knowledge of agency programs, policies, and procedures to provide accurate information.
- Provides administrative and operational backup support across agency teams as needed.
- Performs other duties as assigned by supervisor.
Key Competencies
Essential Qualifications (Must Have)
- Administrative & Clerical Knowledge: Working knowledge of standard office operations, recordkeeping, filing protocols, and document workflow management.
- Technical Software Proficiency: Experience using Microsoft Office Suite and Google Workspace, alongside a strong aptitude for learning complex software and databases.
- Detail & Precision: Exceptional accuracy in inputting, reviewing, and maintaining records, financial entries, and sensitive documentation.
- Time Management & Organization: Strong organizational skills with the ability to manage competing daily tasks, track project timelines, and meet deadlines.
- Communication & Service: Excellent active listening, written communication, and interpersonal skills to deliver responsive, respectful customer service to staff, vendors, and the public.
- Professional Judgment & Discretion: Ability to handle confidential financial and personnel information with sensitivity, exercise good judgment, and recognize when to seek guidance or escalate complex issues.
On-the-Job Training (Will Learn)
- State Financial Platforms: Technical training on navigating, entering data, and running queries within AZ360, InfoAdvantage, and agency-specific Salesforce modules.
- Government Fiscal Rules: Practical instruction on Arizona state agency operational structures, state/federal fiscal compliance rules, and Central Services Bureau (CSB) travel protocols.
- Public Services Accessibility: Guidance on applying accessibility best practices and ADA compliance standards within public agency workflows.
- Agency Procedures: Training on specific agency grant cycle closeouts, facility maintenance dispatch protocols, and onboarding credential distribution.
Instructions-How to Apply
Interested candidates should review the requirements and position responsibilities below. Applications must be submitted via https://azstatejobs.azdoa.gov/. Reference Requisition Identifier 543706 – ADMINISTRATIVE SUPPORT SPECIALIST.
Complete applications include A) a cover letter not to exceed 2 pages, B) a resume or curriculum vitae, and C) names, titles and contact information for no fewer than 3 professional references including previous supervisors. Items A, B and C should be combined and submitted as one PDF. Please include your last name in the PDF file name.
Applications will be accepted through 11:59 PM, Thursday, October 15, 2026. Not all applicants will receive a response.
The Arizona Commission on the Arts is an EOE/ADA Reasonable Accommodation Employer. During all phases of the selection process, applicants may request reasonable accommodations, such as assistance applying online, a sign language interpreter, or alternative document formats, by contacting info@azarts.gov or 602-771-6502.
Details
Organization/Company: Arizona Commission on the Arts Website: https://azarts.gov/ Location: Phoenix, AZ Apply by: October 15, 2026
