Address: FISCAL OPERATIONS
800 W. Washington St, Phoenix, AZ 85007

Salary: $68,612.97 - $78,612.97 

Anticipated Salary: $73,612.97

Grade: 22

Closing Date: 03/19/2025

Responsible for maintaining, analyzing and reconciling receivables. Analyzes and interprets the terms of agreements to determine the amounts to be billed. Reviews the final voucher letter, requests necessary adjustments, refunds invoices. Reconciles the Local Government Investment Pool (LGIP) escrow accounts. Prepares grant invoices when requested. Prepares and transmits, on a rotational basis, the weekly Federal Highway Administration reimbursement (FHWA).

This position may be available for remote work within Arizona (Two (2) days per week in the office/hoteling).

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Prepares or approves timely billing (invoicing) of local public agencies and third parties based on Joint Project Agreement. Reviews, analyzes and reconciles receivable transactions. Performs detailed examination of documentation for project amounts to be billed and reimbursed. Tracks project revenues by fund, phase and revenue.

Investigates all past due collections to keep the accounts receivables aging current and collection received within 30 days of invoicing. Contacts all local agencies and third parties that are delinquent with their payments to ADOT to explain the terms of the agreement and resolve payment disputes to receive prompt payment.

Maintains and reconciles amounts drawn from escrow accounts held with the State Treasurer's office. Monitors project expenditures to assure that costs don't exceed funds available in escrow accounts. Prepares monthly expenditure draw downs and invoicing. Tracks additions, draws and interest on monthly basis.

Reviews final voucher letters and reconciliation and prepares invoice or refund as determined by final project reconciliation. Follow up on collections and timely requests for refund. Send out final voucher letter.

Assist grant accounting to enter in weekly Federal Transit Administration (FTA) invoices and assist with various grant reconciliations, expense reimbursements and financial reports as assigned. Process weekly FHWA invoicing on a alternating schedule. Process Fatality Analysis Reporting Systems (FARS) monthly billing.

Assist with accounts receivables projects and act as a subject matter expert, assisting in researching, analyzing and resolving AR and revenue related questions and problems from internal and external customers, including other FMS groups and other ADOT groups/functions. Prepares monthly aging schedules, performance measures, and serves as a backup on various financial reports and reconciliations.

Other duties as assigned as related to the position.

Knowledge:
- Generally Accepted Accounting Principles (GAAP)
- Comprehensive knowledge of the principles, concepts, practices, methods and techniques of government accounting, internal control structures, and fiscal management as they apply to Accounts Receivables.
- Considerable knowledge of the methods and techniques of automated accounting systems.
- Considerable knowledge of Microsoft Products (i.e. Excel, Word) Google Workspace including Gmail, Google Sheets, Docs & Meets.
- Knowledge of AZ Statutes, Arizona State Accounting Manual, & agency financial policies. Federal regulations for grant expenditures and reimbursement procedures.

Skill:
- Considerable skill in analysis, interpretation and communication of financial data
- Written and oral communication to clearly convey technical information and to promote and preserve a professional reputation with internal and external customers.

Ability:
- Collect, compile, analyze, and interpret financial data.
- Interpret and understand state and federal laws regarding transportation, contracts, and accounting principles.
- Work with others/interpersonal relationships: Professionally communicate with others, to understand and anticipate constituent and stakeholders concerns.
- Handle any unexpected workload effectively.
- Understand and comply with rules, policies and statutes ensure items recorded in the financial system are following applicable statutes, policies and rules governing their entry.

A Bachelor's degree with a major in accounting from an accredited college or university; OR a Bachelor's degree in a related field with a minimum of 24 semester hours of accounting courses OR three years related work experience in accounting with accounts receivable, collections, project cost accounting.

This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

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 disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

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

Mandatory participation in the Arizona Retirement System (ASRS) is required.

For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at srecruitment@azdot.gov or phone call at (602) 712-8188 option 2.

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) 712-8188 option 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.