State Of Kentucky Frankfort , KY 40601
Posted 2 weeks ago
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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
State Of Kentucky