Aviation Services Coordinator

Introduction

Join an organization that strives to exceed customer expectations by delivering efficient, high-quality state government services. The Department of Administration (DOA) provides direct services to state agency customers and designs and leads initiatives to make government more innovative and cost-effective. Working at DOA offers you the opportunity to make an impact on the quality of life in Wisconsin.

This position is located in the Division of Facilities and Transportation Services, Bureau of Enterprise Fleet and will be headquartered at 3400 Miller Street, Madison, WI 53704.

As the flagship agency of the State of Wisconsin, our core values at Department of Administration are Adaptability, Collaboration, Stewardship, Equity, Service Excellence, and Integrity. Our values make it possible for us to fulfill our mission, with a set of shared principles and practices, and form the bedrock of how we operate, interact, and are seen by colleagues, partners, and other agencies.

Position Summary

Under general supervision of the Enterprise Air Services Section Chief, this position provides financial and administrative operations support for the Enterprise Air Services program.

Responsibilities include pre-auditing, processing and submitting invoices and other financial transactions; maintaining accounts payable and accounts receivable records and other financial transaction records within automated financial systems for the Section's programs and operations. This position will enter, review and validate flight data, make corrections as necessary; and compile accurate and timely monthly GSB billing files and reports. This position will audit and prepare monthly billing statements by reconciling financial reports, identifying discrepancies and processing adjusting entries as needed.

This position will provide office administrative support, answer phones and provide trip planning services. In addition, this position will assist with the procurement process and budgeting for the Section. This position will develop informational and marketing materials to promote Air Services, supporting efficient utilization of State aviation resources and cost-effective travel solutions. This position will create and coordinate flight schedules using customer requirements, available aircraft, pilot qualifications, crew availability and operational requirements.

For a complete list of duties, see the position description.

Salary Information

Starting hourly rate for this position will be $29.28 per hour. This position in this classification is assigned to pay schedule/range 02-13. A 12-month probationary period is required. Pay for current state employees will be set in accordance with the Wisconsin State Compensation Plan.

In addition, we offer a competitive benefits package featuring:

• Substantial leave time including at least 3.5 weeks of vacation/personal holiday to start, 9 paid holidays, and 130 hours of sick time that rolls over each year.
• Excellent and affordable health, vision, and dental benefits
• An exceptional pension plan with employer match and lifetime retirement payment
• Well Wisconsin Wellness Program – a free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being
• Use this Total Rewards Calculator to see the total value of our competitive benefits package!

Job Details

Due to the nature of the position, DOA will conduct background checks on applicants prior to selection. DOA does not sponsor work visas and is not an eligible OPT (Optional Practical Training) employer for F-1 international students. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States, and to complete the required employment eligibility form upon hire.

Certain positions within this Department may allow remote/work from home flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any remote work flexibility that may be available will be discussed in more detail in the interview process.

Qualifications

Minimally qualified applicants will have the following:

• Training or experience utilizing basic bookkeeping methods and practices which may include but is not limited to invoicing, database management and reporting, and/or performing financial reconciliations
• Training or experience in creating and/or maintaining schedules and coordinating activities or resources
• Training or experience utilizing software to manage data, create reports, track progress, and/or perform audits
• Training or experience reviewing & auditing purchase orders and vendor invoices to ensure accurate reported transactions occurred
• Training or experience interpreting and applying policies and procedures

In addition to the above, more than qualified applicants will have the following:

• Experience working in the aviation field
• Experience supporting budgeting, procurement, billing, or accounts payable/receivable processes

How To Apply

Apply online! To apply, click “Apply for Job” to start the application process. Then, you will access your existing account or to create a new account if you don’t have an account. Once you are logged in, click “Apply for Job.” Follow the steps outlined in the application process and submit your application. Please visit the Frequently Asked Questions section for general wisc.jobs user information and technical assistance.

Your letter of qualifications and resume are very important parts of your application and are used during our evaluation process to determine your qualifications as they relate to the job. Please review instructions on developing your resume and letter of qualifications. Your cover letter is limited to a maximum of two (2) typed pages, single-spaced, no smaller than 10-point font, with 1-inch margins. Resumes should be limited to no more than two (2) pages (no format requirements). Pages more than the specified limits may not be evaluated. References are not necessary at this stage of the process.

Submitted materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the hiring process for available vacancies.

Permanent classified state employees who are eligible for consideration (transfer or voluntary demotion) should complete the application process as described above by the stated deadline.

The State of Wisconsin is committed to providing opportunities to all applicants from all backgrounds. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Any applicants and employees with a disability may request reasonable accommodations.

The State of Wisconsin offers a special program for qualified veterans with a 30% or greater service-connected disability. If you are a qualified veteran, please visit the Veterans Employment page for application instructions to be considered for the Veterans Non-Competitive Appointment program.

Questions can be directed to Michelle Bassuener at [email protected].

Deadline to Apply

Applications must be submitted by 11:59pm on Sunday, October 11, 2026.