Asset Coordinator

The Arizona Department of Administration (ADOA), Division of Business and Finance (DBF), is seeking a Fixed Asset Coordinator. This vital role involves meticulously managing all agency fixed assets, encompassing their acquisition, disposal, tracking, and reconciliation within systems like AZ360 and Bar Scan. You'll be instrumental in maintaining accurate asset records, ensuring compliance with established policies, and playing a key role in supporting agency-wide inventory and audit initiatives.

This position requires close collaboration with divisional property coordinators to fulfill both non-capital and capital inventory requirements, generate essential reports for audits and leadership, and promptly respond to data requests. You will also lead annual audits and special projects, guaranteeing accurate location data and timely communication of updates to relevant divisions.

• Maintain accurate and current fixed asset records for the agency. Record all asset acquisitions and disposals within AZ360 and Barscan. Attach all required backup documentation to transactions. Ensure that fixed asset records in all systems reflect accurate descriptions, custodian assignments, and locations
• Accurately record all disposal requests in both AZ360 and Barscan. Maintain detailed and traceable disposal records to support audit and reporting requirements. Conduct research and follow up with divisional property coordinators and division contacts to obtain necessary information for asset entries. Monitor and resolve inconsistencies or duplicate entries across systems
• Establish, update, or relabel asset location codes in Barscan, AZ360, and other designated agency systems. Create new location codes when office spaces are added, reconfigured, or relocated to ensure each asset is assigned to the correct physical location
• Generate reports from AZ360, Bar Scan, or other systems to support audits, inventories, and leadership requests. Respond to asset-related data requests quickly and accurately. Lead annual audits and special projects related to agency-wide asset management, ensuring compliance with inventory requirements and asset tracking policies
• Work closely with divisional property coordinators and support teams to gather information and ensure data accuracy. Provide regular and ad hoc fixed asset reports to division coordinators and agency leadership. Ensure timely communication of updates or required actions to relevant divisions
• Provide administrative support as a back up to GAO front desk as needed.

• Demonstrated understanding of the AZ360 enterprise resource planning system, particularly as it relates to fixed asset tracking, inventory management, and financial documentation within a state government environment
• Working knowledge of fixed asset policies outlined in the SAAM, including guidelines for capitalization, depreciation, tagging, transfers, and disposal of state-owned assets to ensure compliance with state accounting and reporting standards

• Strong written communication skills to prepare accurate documentation, reports, emails, and training materials
• Exceptional time management and prioritization abilities to handle multiple ongoing tasks and deadlines
• Strong collaboration skills to work cross-functionally across divisions
• Capable of working independently with minimal supervision while remaining highly productive

• Generate reports and analyze data using spreadsheets and reporting tools
• Build and maintain effective working relationships with internal staff, divisional property coordinators, leadership, and external partners
• Establish and maintain filing systems, track project milestones, and ensure follow-through on outstanding items
• Set goals, define timelines, and manage resources effectively

• Two years of responsible administrative experience at or above the Administrative Assistant III level. This experience should be in fields such as personnel, budget analysis, purchasing, accounting, data processing, or similar administrative services work
• A Master's degree in business or public administration from an accredited college or university can substitute for one year of the required experience

• Background and reference check, including a criminal records verification

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:

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Administration offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave - Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• Health and dental insurance
• Retirement plan
• Life insurance and long-term…