Administrative Specialist Senior

Kentucky Personnel Cabinet•Frankfort, KY

8d•Onsite

About The Position

The Administrative Specialist Senior works in the Kentucky Department of Agriculture’s Office for Consumer and Environmental Protection, Division of Regulation and Inspection, Weights and Measures Branch, Motor Fuel Quality Section. The role provides professional administrative support for the annual renewal and ongoing issuance of Retail Motor Fuel Licenses, including license issuance, renewal notifications, application review, online registration, ownership changes, payment processing, and licensing violations. The specialist interprets laws and requirements for applicants and licensees, assists license holders and the public, maintains electronic business information, troubleshoots licensing-system and database issues, and uses reports to monitor licensure and propose efficiency improvements. The position also supports the Motor Fuel Testing and Inspection Program by handling complaints and requests, notifying field staff through an online database, and coordinating informal case reviews and mitigation through scheduling, notices, and summaries. Additional duties include compiling open-records requests as directed; helping inspectors transfer and complete inspection reports; maintaining electronic reports; and coordinating motor fuel sample chain-of-custody, third-party pickup, paperwork, sample integrity, and reliable, defensible test results. The specialist provides backup support for generating company IDs, maintaining business information, and issuing complaints or requests for other Division programs. As needed, the position covers reception calls and coordinates with other Division programs. Duties are primarily performed in an office setting.

Requirements

Bachelor’s degree from an accredited college or university, or qualifying substitute education/experience.
Three years of professional, administrative, or business experience, or qualifying substitute education/experience.
Additional education may substitute for the required experience on a year-for-year basis.
Additional administrative, business, research, and/or clerical experience may substitute for the required education on a year-for-year basis.
No special age, licensure, or regulatory requirements are specified.

Responsibilities

Provide administrative support for annual Retail Motor Fuel License renewals and facilitate license issuance throughout the license year.
Issue licenses and renewal notifications; review applications; support online registration and ownership changes; process payments; and issue licensing violations.
Interpret laws and requirements for applicants and licensees and assist license holders, applicants, and the public.
Maintain and update electronic business information; troubleshoot the online licensing system and related databases.
Use reports to monitor licensure and propose efficiency improvements.
Serve as the primary point of contact for Motor Fuel Testing and Inspection Program complaints or requests and notify field staff in a timely manner using the online database.
Coordinate informal case reviews and mitigation through completion, including scheduling, issuing notices, and compiling summaries.
Facilitate and compile open-records requests as directed.
Assist inspectors with inspection-report transfers, troubleshoot and review reports for completeness, make notations, and maintain electronic inspection reports.
Establish and maintain chain-of-custody for samples and sample transfers; coordinate third-party pickup and provide required paperwork to maintain sample integrity and ensure defensible, reliable test results.
Provide backup coverage to generate company IDs, create or modify business information, and issue complaints or requests for other Division programs.
Cover reception calls as needed and coordinate with other Division programs when appropriate.