Administrative Specialist Senior

Kentucky Personnel Cabinet•Frankfort, KY

About The Position

If you are looking for a challenging yet rewarding position in a collaborative atmosphere, this may be the position for you. The Office of Application Technology Services (OATS), Division of Eligibility Systems (DES) develops, maintains and monitors mission-critical systems, such as the Integrated Eligibility and Enrollment System (IEES) (i.e. Worker Portal/kynect), the Online Tracking Information System (OTIS) and the Kentucky Integrated Child Care System (KICCS). DES uses innovative technology to meet requests from CHFS related to health and human service programs. The systems supported within DES are essential to many citizens within the Commonwealth as well as to CHFS agencies, which provides a unique perspective and sense of accomplishment. The Administrative Specialist Senior provides high-level professional support to internal staff and leadership to achieve the business goals of the organization. Performs duties requiring attention to detail to complete processes mandated by regulation or procedures.

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

Nice To Haves

Proficient in Microsoft Products, Outlook, Excel, etc.
Be self-motivated
Able to work well under pressure
Have good time management and organization skills
Have strong written and verbal communication skills
Enjoy working in a team environment

Responsibilities

Provide professional support to the division by implementing and maintaining administrative and departmental programs, and activities. Review Division of Eligibility Systems (DES) and Office of Application Technology Services (OATS) policies and procedures to respond to employee inquiries. Complete a semi-annual review of division documentation to ensure it is up to date.
Responsible for updating contract staff in eTime. Process System Development Services (SDS) Vendor Invoice for payment via the Up-loadable Document (UPDOC) Process. Assist with preparing timesheets for contract staff. Assists with onboarding new staff and preparing new hire documents. Maintain staff access to Work Taks Log (WTL).
Timekeeper for the Division. Run error reports in KHRIS. Prepare personnel actions for Division via DocuSign. Schedule interviews for positions across the division, including all required candidate selection and hiring forms. Communicate and interpret payroll rules, regulations and policies. Compile reports for the Division. Update the Division Organization Chart as needed.
Prepare procurement documents for the Division and obtains appropriate signatures. Enter Procurement, Payables and Asset Tracking System (PPATS) for procurement and software maintenance.
Schedule multi-organizational meetings including agendas, minutes, and follow-up action items. Include quarterly meetings with SDS Vendors, and compiles information on contractors before the meeting.
Prepare and submit travel requests and payment vouchers. Responsible for ProCard and US Bank processing for payment.
Other duties as assigned.