FACILITIES AND SECURITY PROGRAM PROJECT SPECIALIST
Job Location:
Support Division
1600 W Monroe Street, Phoenix, AZ
Posting Details:
Salary: $23.79
Grade: 17
Closing Date:
Job Summary:
The Program Project Specialist 1 is a dynamic, detail-oriented role that ensures ADOR’s facilities remain resilient, data-driven, and secure. This position balances proactive project coordination with essential, day-to-day operational support. The ideal candidate will possess strong organizational skills, a collaborative mindset, and the ability to pivot between strategic planning—such as emergency preparedness testing—and routine security onboarding tasks. As a key support mechanism for the Facilities team, this role directly impacts the department's operational readiness, the onboarding experience of new agency personnel, and office layout optimization.
This position requires a full time in office presence at the Department of Revenue Phoenix office, 1600 W Monroe St.
Job Duties:
Essential Duties and Responsibilities include but are not limited to:
Continuity of Operations Plan (COOP) Oversight & Testing
- Annual Plan Maintenance: Coordinate the comprehensive annual review and updating of the ADOR Continuity of Operations Plan (COOP), ensuring all division contacts, protocols, and resource lists remain accurate and compliant with state guidelines. (Google Docs)
- Deployment & Readiness: Assist in managing the COOP deployment strategy, ensuring key stakeholders across the agency are educated on their roles during an emergency or disruption.
- Table-Top Exercises: Plan, schedule, and facilitate annual table-top testing exercises. Document outcomes, identify gaps in response capabilities, and draft post-exercise reports to continuously improve agency preparedness.
Facilities Metrics & Huddle Board Management
- Collaborative Metric Development: Work closely with the Facilities Administrator to identify, define, and develop key performance indicators (KPIs) that accurately reflect the health and efficiency of Facilities and Maintenance operations.
- Weekly Data Maintenance: Gather, track, and update data weekly to populate the team’s visual management/huddle board (Google Sheets).
- Meeting Facilitation Support: Ensure the huddle board is accurate and audit-ready before the weekly team meeting, highlighting trends and areas requiring immediate attention to drive continuous improvement.
Identification Badge Processing & Issuance
- Credential Production: Oversee and assist in the physical production, printing, and encoding of official agency identification and access control badges for employees, contractors, and visitors.
- Database Management: Maintain the integrity of the badge access control system by accurately entering user data, modifying access permissions as authorized, and troubleshooting minor hardware/software issues.
- Customer Service: Provide professional, customer-focused service to personnel during the badging process, ensuring compliance with agency security protocols.
Digital Fingerprinting & Onboarding Support
- Biometric Data Collection: Guide new hires through the background check process by operating digital fingerprint-scanning equipment in accordance with the Department of Public Safety (DPS) and applicable statutory regulations.
- Chain of Custody & Confidentiality: Maintain strict confidentiality and adhere to rigorous data-security protocols when handling sensitive personal identifiable information (PII).
- Scheduling & Tracking: Coordinate with HR to efficiently schedule fingerprinting sessions, ensuring onboarding timelines are met, and track submissions for status updates.
Office Planning & Physical Relocation
- Office Configuration Support: Assisting with dynamic workspace layouts, cubicle adjustments, and furniture setups to optimize department workflow and accommodate staffing changes.
- Equipment & Supply Team Mobility: Partnering collaboratively with other team members to safely lift, transport, and maneuver heavy office and building equipment, materials, and supplies in compliance with safety protocols.
Knowledge, Skills & Abilities (KSAs):
Knowledge
- Emergency Preparedness & COOP: Knowledge of Continuity of Operations Plan (COOP) principles, emergency management strategies, and state compliance guidelines.
- Data Security & Privacy: Strict understanding of confidentiality protocols, data-security measures, and the handling of Personally Identifiable
- Information (PII) and biometric data.
- Regulatory Compliance: Familiarity with Department of Public Safety (DPS) regulations and statutory rules governing background checks and digital fingerprinting.
- Performance Metrics: Understanding of Key Performance Indicators (KPIs) and visual management concepts (e.g., lean huddle boards).
Skill
- Software Proficiency: Advanced user skills in Google Workspace, specifically Google Sheets (for metric tracking/data maintenance) and Google
- Docs (for plan updates and report drafting). Microsoft Excel and Word would be easily translatable to the Google Workspace, as well.
- Facilitation & Presentation: Skill in organizing group exercises (like table-top simulations) and brief operational meetings (huddle boards).
- Customer Service: Strong interpersonal skills to provide a professional, welcoming onboarding experience for new hires, contractors, and visitors.
- Data Entry & Reporting: High precision in tracking data, maintaining databases, and drafting detailed post-exercise summary reports.
- Organization & Scheduling: Excellent time management and coordination skills to partner with other Facilities members to align fingerprinting schedules to the needs of the organization (e.g., New Hire Orientation, fingerprinting).
Abilities
- The natural talents or behaviors required to succeed in the role.
- Adaptability: The ability to pivot quickly and seamlessly between high-level strategic planning (COOP testing) and routine, detail-oriented administrative tasks (badging/fingerprinting).
- Attention to Detail: The ability to maintain perfect accuracy when entering security data, updating metrics, and verifying credentials.
- Ability to Learn Technical Equipment Operation: The ability to learn how to operate specialized hardware and software, including digital fingerprint scanners and identity badge printers/encoders.
- Ability to Learn About and Adhere to Access Control Systems: The ability to learn and follow security protocols and database integrity within badge-processing systems.
- Physical Stamina: The ability to safely lift, transport, and maneuver heavy office furniture, equipment, and supplies during physical relocations.
- Collaboration: The ability to work effectively across multiple agency divisions, HR, and external stakeholders to achieve departmental goals.
- Discretion & Integrity: The ability to handle sensitive personal data ethically, maintaining a secure chain of custody without exception.
Selective Preference(s):
The ideal candidate for this position will have:
- Any combination that meets the knowledge, skills and abilities (KSA); typical ways KSAs are obtained may include but are not limited to: a relevant degree from an accredited college or university such as Bachelor’s Degree (e.g., B.A.), training, coursework, and work experience relevant to the assignment
- Google Guru or other Google Workspace certification
- Valid Arizona Drivers License
Pre-Employment Requirements:
The final candidate will be required to abide by the the following pre-employment checks:
- Employment Verification and Reference Checks
- State and Federal Criminal Background Check, including fingerprinting
- Arizona Tax Filing Records Check
- If applicable, ASEDRA Authorized Driver Identification Check
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).
Benefits:
The Arizona Department of Revenue offers a comprehensive benefits package to include:
- Affordable medical, dental, life, and short-term disability insurance plans
- Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
- 10 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
- Tuition Reimbursement
- Infant at Work Program
- Rideshare and Public Transit Subsidy
- Career Advancement & Employee Development Opportunities
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
Retirement:
State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.
Contact Us:
If you have any questions, need assistance, or would like to request a reasonable accommodation, please contact tartenian@azdor.gov
*The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.
