Administrative Specialist Senior

Kentucky Personnel Cabinet•Lyndon, KY

5d•Onsite

About The Position

The Kentucky Education and Labor Cabinet advances education, workforce development, and economic opportunity across the Commonwealth. The Cabinet provides education and training programs, employment and reemployment services, unemployment insurance, and disability determination services to help Kentuckians gain skills, find work and maintain economic stability. It partners with education boards, and employers to align training with labor market needs and oversees labor programs that promote fair and safe workplaces. The Office of Vocational Rehabilitation empowers individuals with disabilities to maximize employment, achieve economic self-sufficiency and independence, and to contribute back to society. We also help businesses and employers recruit, retain and accommodate employees with disabilities. We are seeking an Administrative Specialist Sr. to provide high-level professional administrative support to internal staff and leadership related to an agency's business operations. Performs duties in the oversight of intricate processes such as activities involving mandated regulations or procedures, comprehensive research, or collaboration with internal and external stakeholders; and performs other duties as required.

Requirements

Graduate of a college or university with a bachelor's degree.
Three years of professional, administrative, or business experience.
Additional education will substitute for the required experience on a year-for-year basis.
Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

Responsibilities

Coordinate and oversee administrative operations for the McDowell Center, including vendor relations, purchasing, payments, ProCard transactions, expenditure tracking, and fiscal documentation. Ensure compliance with agency and Cabinet policies by maintaining accurate records, reconciling receipts, monitoring expenditures, and completing required documentation and recordkeeping timely.
Establish, organize, and maintain program records, procedures, and policies for staff and individuals seeking services. Coordinate schedules and organize meetings, events, and program activities in support of Center operations. Ensure records and administrative processes are accurate, current, and consistent with agency and Cabinet requirements.
Provide high-level administrative and operational support to Administrative Supervisors by coordinating assigned projects, preparing and maintaining documentation, managing schedules and communications, and resolving administrative needs. Exercise independent judgment in completing assignments and coordinating activities necessary to support efficient and effective Center operations.
Coordinate and oversee front desk coverage to ensure continuity of Center operations. Develop and adjust schedules for breaks, leave, vacations, and unexpected absences; exercise independent judgment to resolve coverage conflicts, coordinate replacement coverage, communicate staffing changes, and address operational needs. Provide coverage as needed.
Coordinate with the Maintenance Superintendent to identify and resolve building and facility issues. Serve as a point of contact for vendors by arranging site access, communicating operational needs, coordinating service activities, documenting actions, and following up on outstanding issues to ensure timely resolution and continuity of Center operations.
Coordinate and provide student support to facilitate participation in training, daily activities, and Center operations. Coordinate transportation for authorized activities, community outings, and approved destinations, ensuring schedules, destinations, and activities comply with Center policies and procedures. Document and communicate transportation and support needs as required.
Performs other duties as assigned.