• Data entry into compliance software and internal systems; • Support licensed agents with back-end transaction tasks; • Schedule inspections and manage limited transaction-related communication; • Maintain and update transaction records in **Trello;** • Ensure all documentation is complete, accurate, and compliant; • Follow established internal processes without high-level decision-making; • Manage real estate transactions from contract to close (buyer & seller sides); • Handle 20+ active files simultaneously; • Track deadlines, contingencies, compliance requirements, and milestones; • Prepare, review, and organize contracts, disclosures, addendums, and closing statements; • Serve as the primary point of contact for clients, agents, lenders, title & escrow; • Schedule inspections, appraisals, title work, and closings; • Maintain clean and compliant digital transaction files; • Use **Lofty CRM**, **SkySlope**, **SISU**, and **Google Drive;** • Identify workflow inefficiencies and propose process improvements; • Support multiple agents with consistent execution;

Role Description The Executive Assistant, TPS Ops provides professional administrative support to Taxpayer Services (TPS) leadership performing administrative, recruitment, and budget liaising functions. This position may be available for remote work within Arizona (3 to 4 days per week in the office/hoteling). The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Job Duties - Administrative and Clerical - Manages the calendar for the Assistant Director, (TPS) by scheduling meetings, phone calls, and focus time, and confirming or rejecting requested appointments. - Schedules meetings for TPS management. - Recruiting Support - Attends employee recruitment intake calls. - Schedules interviews for employee and Contractor positions. - Attends weekly TPS Leader employee recruiting call. - Processes AZ tax compliance checks and creates new user tickets. - Opens temp/contractor requisitions, sends new contractor requests, and creates new user tickets. - Serves as employee timecard proxy. - Budget & Financial Support - Acts as back-up to ESA, AD/TPS. - Prepares purchase requests, obtains approvals, and creates requisitions. - Meets and works with the Budget team on a weekly basis to cover various items such as resolving questions, receiving guidance, and any other items that arise. - Identifies funding from available budget needed for newly identified needs. - Obtains approvals and processes budget transfers. - Prepares and processes purchase orders, obtaining necessary approvals and managing requisitions for new items, training programs, contracted services, renewals, and professional services. - Receives, obtains approvals, and processes invoices in the APP procurement system. - Attends monthly accounting and budget meetings. - Prepares position change forms for budget approval. - Works with the TPS Leadership team on financial reporting, budget planning and monitoring, and procurement tasks. - Completes budget planning documents for the upcoming fiscal year. - Agency/Department Compliance & Continuous Improvement - Remains current on all laws, regulations, policies, and best practices related to taxation through regular engagement in activities such as self-directed research, conferring with other practitioners and technical experts, subscriptions to regulatory/legal/industry newsletters and briefs, membership in industry associations, and attendance at meetings/events. - Actively contributes to team and individual effectiveness. - Completes all required training in a timely manner. - Participates in assigned projects as appropriate. - May complete periodic metrics, projects, huddle boards, and reports as requested. - Prepares for and actively participates in 1:1 coaching with supervisor. - Maximizes work processes and deliverables through lean principles within the Arizona Management System (AMS). Qualifications - 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. - Minimum of three (3) years' of related experience. Requirements - Knowledge of principles of administration and management. - Knowledge of administrative and office procedures and systems, such as work processing, managing files and records, designing forms, and workplace terminology. - Knowledge of agency policies, rules, regulations, and operating procedures. - Strong verbal, written, and active listening communication skills. - Strong interpersonal demeanor and skills. - Strong professional decorum. - Strong organization and time management skills with the ability to make measurable progress on several tasks simultaneously. - Strong and efficient keyboarding skills. - Proficient in the use of a PC in a Windows environment. - Advanced skills in the use of MS Office Applications such as Outlook, Word, Excel, PowerPoint; and in the use of Google Suite applications such as GMail, Sheets, Docs, and Drive. - Proficient in the use of the state procurement system. - Ability to clear a comprehensive background and clearance process that includes an Arizona tax compliance verification and a criminal background check through the FBI via level one fingerprint clearance through the Arizona Department of Public Safety. - Ability to work both independently and collaboratively as part of a team. - Ability to work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner. - Willingness and ability to embody ADOR’s core values of Do the Right Thing, Commit to Excellence, and Care About One Another. Benefits - Paid time off for holidays, sick days, annual leave, military leave, bereavement leave, and civic duty leave. - Paid Parental Leave - Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program). - A robust and affordable insurance plan that includes medical, dental, vision, life insurance, short-term, and long-term disability options. - Higher education discounts for State employees and tuition reimbursement up to $5,250 per fiscal year. - Work-life balance and additional options for life betterment such as the Infant at Work Program, State Wellness Program, Public Transit Discounts, Alternate Work Schedules, and Telework opportunities.

• Manage and prioritize a dynamic, global calendar for the CPLO • Coordinate with Operations, Finance, Legal, HR, Logistics, and Procurement leadership teams to secure aligned meeting windows • Ensure agendas, readouts, and briefing materials are prepared in advance for executive meetings and business travel • Guard executive time by triaging incoming requests and aligning priorities to business needs • Coordinate internal leadership meetings, cross-functional reviews, supplier meetings, and offsites • Prepare meeting packets, pre-reads, and action trackers • Act as a proxy for routine communications, approvals, and inquiries • Manage approval workflows (e.g., purchase orders, travel, expense, HR forms) in line with organizational policies • Draft meeting summaries and ensure follow-up actions reach accountable owners • Coordinate complex domestic and international travel, including itineraries, logistics, and documentation • Prepare expense reports and partner with the Procurement Operations and Finance teams on purchase orders, vendor engagement processes, and system workflows • Support the CPLO on cross-functional projects by gathering inputs, coordinating stakeholders, and tracking milestones • Serve as a central coordination point across the Procurement & Logistics administrative community

• Proaktive Unterstützung der Geschäftsführung im operativen Tagesgeschäft • Koordination von Terminen und professionelles Kalendermanagement • Planung von Dienstreisen inklusive Visaanträgen und Reisekostenabrechnung • Vorbereitung und Nachbereitung von Meetings, Telefonaten und Videokonferenzen • Eigenständige Kommunikation mit externen Partnern wie Behörden, Agenturen und Projektfirmen • Übernahme von Sonderaufgaben sowie Unterstützung bei Präsentationen, Protokollen und Dokumenten