Administrative Specialist Senior
About The Position
The Office of Facility Development and Efficiency (OFDE) and the Division of Engineering and Contract Administration (DECA) are part of Kentucky’s Finance and Administration Cabinet. DECA manages State capital construction projects for most Executive Branch agencies across Kentucky. The Administrative Services Branch supports DECA through project and small-purchase accounting, drawing archival, and office policy development. The Administrative Specialist Senior provides professional administrative support to the Branch Manager, Department, Office, Division, Executive Director, and team in developing, implementing, and maintaining complex programs, projects, and activities. The role reports to the Branch Manager and performs other duties as required. The position primarily works in an office setting and may have potential for telecommuting.
Requirements
- Bachelor’s degree from a college or university, or qualifying education substituted for experience on a year-for-year basis.
- Three years of professional, administrative, or business experience, or qualifying additional administrative, business, research, and/or clerical experience substituted for education on a year-for-year basis.
- Strong written and verbal communication skills.
- Strong auditing skills and/or attention to detail and organization.
- Proficient computer skills in Microsoft 365, including Outlook and Excel, and Adobe Pro.
- Good time management skills and follow-through.
- Strong customer service skills and work ethic.
- Reliable transportation.
- Ability to work both in a team environment and independently.
Nice To Haves
- Working knowledge of eMARS statewide accounting software.
- Knowledge of procurement and accounting practices, including contracting, invoicing, and accounts payable.
- Good research skills.
Responsibilities
- Audit and process invoice payments against specialized contract terms and conditions, signatures, and numerical accuracy; coordinate and perform error corrections; and create, submit, and manage payment requests.
- Audit and process straight disbursements for utilities, small purchases, goods and services, and emergency payments, and maintain related files.
- 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 on accounting and administrative matters.
- Assist staff with eMARS and eComm processes.
- Assist with compiling reports and summaries of information.
- Interpret division policy to public and departmental employees using eMARS, eComm, and Microsoft 365 applications.
- Perform other duties as assigned.
Benefits
- 40-hour work week, with occasional overtime required.
- Paid sick and vacation time and paid holidays.
- Overtime or 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).
- Employee discounts on electronics, health and wellness, retail, travel, events and entertainment, services, and education.
- Potential for telecommuting.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
