ADMINISTRATIVE ASSISTANT I
About The Position
Join a critical support team that ensures smooth, accurate, and compliant financial operations for statewide programs. In this role, you will independently coordinate the administrative and office support functions for the Federal Accounting and Reporting area, including grants and contract administration, payroll and timekeeping processes, GATA compliance, and State and Federal accounting procedures. You will oversee timely payment requests, track invoices, and manage all incoming checks and deposits with precision. This position also maintains agency accounts receivable within the statewide SAP accounting system and manages key activities such as Comptroller Offset and Department of Revenue collections. You will perform research and prepare reports to support program leadership and contribute to special projects that strengthen agency operations. This role is ideal for a detail‑driven professional who thrives in a structured, mission‑focused financial environment.
Requirements
- Requires knowledge, skill, and mental development equivalent to completion of four years of college, preferably with courses in public or business administration.
- Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.
- Requires ability to pass a criminal background check.
Nice To Haves
- Prefers at least one year of experience using SAP/ECC or equivalent software.
- Prefers at least 3 years of experience recording, collecting, and tracking accounts receivables.
- Prefers at least 3 years of experience using Comptroller offset and Department of Revenue collection efforts.
- Prefers at least 3 years of experience working a double entry general ledger system.
Responsibilities
- Independently coordinates the administrative office support tasks associated with and for the Federal Accounting and Reporting area, including contact and grant management, Federal grants, accounting procedures, rules, policies, and procedures of State and Federal governments, GATA, payroll, timekeeping, evaluations, SAMS procedures, etc.
- Coordinates payment requests to ensure the proper reports are received, reviewed, and processed accordingly in a timely manner.
- Tracks receipt and rejections of invoices from Program staff.
- Manages all incoming checks by preparing deposit, check lots, expenditure adjustment transmittals, receipt deposit transmittals, and cash receipt spreadsheets.
- Maintains agency accounts receivables within the statewide accounting system, specifically SAP to include the Comptroller's Offset and Department of Revenue collections.
- Conducts special studies and research projects for supervisor including compiling information and preparing reports for Program Administrator in regard agency programs.
- Performs other duties, as required, or assigned, which are reasonably within the scope of the duties enumerated above.
Benefits
- Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
- Competitive Group Insurance benefits including health, life, dental, and vision plans
- Pension plan through the State Employees Retirement System
- Deferred Compensation Program – voluntary supplemental retirement plan
- Option pre-tax programs – Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
- 10-25 days of paid vacation time annually (10 days for first year of state employment)
- 12 paid sick days annually which carryover year to year
- 3 paid personal business days per calendar year (pro-rated dependent on start date)
- 13-14 paid holidays per year
- 12 weeks of paid parental leave
- Employee Assistance Program and/or mental health resources
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
