Administrative Specialist Senior

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7/15/2024 (8:00 PM EDT)

24-03655

Administrative Specialist Senior

Pay Grade 13

Salary

$39,497.28 - $59,246.88 Annually

Employment Type

EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 40.0 HR/WK

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Hiring Agency

Finance & Administration Cabinet | Dept for Facilities and Support Srvs

Location

403 Wapping Street

Frankfort, KY 40601 USA

Description

The Office of Facility Development and Efficiency (OFDE) and the Division of Engineering and Contract Administration (DECA) are part of the Finance and Administration Cabinet. DECA is responsible for managing the State's capital construction projects for most of the Executive Branch agencies across the Commonwealth of Kentucky. Multiple using agencies across the state depend on DECA for assistance in managing their capital projects. The Administrative Services Branch serves DECA by providing administrative duties to the division - project and small purchase accounting, drawing archival, and office policy development.

OFDE is on a mission to provide efficient and effective delivery of both Capital Construction and Energy Savings projects. Staff within DECA are all professionals and operate at a heightened awareness of both our governing statutes as well as our responsibility for being the stewards of significant amounts of taxpayer dollars. The staff always presents and represents our office according to the highest levels of ethical and professional decorum.

Key Responsibilities:

• Audit and process invoice payments against various specialized contract documents terms and conditions, signatures, and numerical accuracy.

• Perform and/or coordinate error corrections.

• Create, submit, and manage payment requests for those invoices.

• Audit and process straight disbursements for small purchases, emergency payments. Maintain file for same.

• Process travel reimbursement payment requests.

• Assist state agencies with construction accounts and system support functions.

• Provide agencies and vendors with copies of documents as needed.

• Assist and advise department staff concerning accounting and administrative matters.

• Assist staff with eMARS and eComm processes.

• Assist with compilation of reports and summaries of information, interpret division policy to public and departmental employees using eMARS, eComm, and MS 365 Suite Word, PowerPoint, Excel and Outlook software.

• Perform other duties as assigned.

Preferred Knowledge/Skills/Abilities:

• Strong written and verbal communication

• Strong attention to detail and organized

• Possess proficient computer skills in Adobe Pro and MS 365 Suite - Outlook, Excel, Word software

• Good time management skills

• Strong customer service skills

• Strong work ethic

• Should possess reliable transportation

• Should be able to work in a team environment and independently

• Working knowledge of eMARS state-wide accounting software preferred

• Knowledge of procurement and accounting practices preferred (contracting, invoicing and accounts payable)

• Good research skills

We offer a great package of EMPLOYEE and FAMILY-FRIENDLY BENEFITS, including:

• 40-hour work week (with occasional overtime required)

• Paid Time Off (Sick and Vacation) + Paid Holidays

• Overtime and Compensatory Time

• Affordable Health Insurance with Optional Health Reimbursement Account

• Life Insurance

• Dental and Vision insurance options

• Retirement

• Wellness Incentives Program

• Training and career development opportunities

• Optional Deferred Compensation program (401K)

• Lots of Employee Discounts on electronics, health and wellness, retail, travel, events, entertainment, services, and education

• Potential for telecommuting

We're looking for an experienced administrative professional who also likes working with people. If this sounds like you, we would love the opportunity to review your application for this Administrative Specialist Senior position.

Minimum Requirements

EDUCATION: Graduate of a college or university with a bachelor's degree.

EXPERIENCE, TRAINING, OR SKILLS: Three years of professional, administrative, or business experience.

Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE

Working Conditions

Incumbents working in this job title primarily perform duties in an office setting.

Probationary Period

This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.

If you have questions about this advertisement, please contact Tiffany Miller at Tiffanyr.miller@ky.gov or 502.782.3923.

An Equal Opportunity Employer M/F/D