Administrative Specialist Senior
About The Position
The Kentucky State Treasury safeguards taxpayer funds and promotes efficient, ethical government across the Commonwealth. As a small agency with three divisions, each of which contributes significantly to the state's fiscal operations. A career at the Treasury offers opportunities to develop specialized skills and build professional relationships at all levels of management. The agency seeks a reliable, adaptable professional to support the Disbursements and Accounting Division across multiple branches. Candidates should have administrative experience, demonstrate adaptability and attention to detail, and be able to quickly learn new tasks to maintain operational continuity. The main responsibility of the Administrative Specialist will be to interpret and apply regulations, policies, and procedures related to the cash receipt process, and develop technical expertise in managing deposits to Commonwealth funds. Daily responsibilities include: balancing, reconciling, and posting receivables. The role requires confirming and validating deposits from state agencies, scanning checks using the JP Morgan Virtual Remit System, and reviewing Cash Receipt documents in eMARS to approve receivables for deposit to the Commonwealth’s Custodial Bank. Additional duties include analyzing daily financial reports to identify and resolve discrepancies or balance issues that affect monthly reconciliation of the Commonwealth’s bank accounts. Strong communication and customer service skills are essential. This role requires interacting by phone or writing with state agency representatives to process deposits and resolve discrepancies in financial records.
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
- Accuracy
- Adaptability
- Communication
- Professionalism
- Reliable
- Teamwork
Responsibilities
- Verify documentation for deposits (cash receipts) submitted by state agencies.
- Process cash, checks, and foreign check deposits by using eMARS and J.P. Morgan Virtual Remit systems.
- Scan checks for batch processing and check imaging using the J.P. Morgan Virtual Remit system.
- Review and approve cash receipt documents in eMARS.
- Review reports to resolve any balancing issues and make any necessary corrections.
- Assist with identifying agency deposits and approve all electronic deposits to ensure agencies meet deadlines.
- Initiate contact with individuals or state agencies to reissue escheated payments.
- Process check cancellations and other functions of the Special Payments Section.
- Disburse all Commonwealth checks for agency pickup.
- Assist callers with questions about Commonwealth-issued checks.
Benefits
- As a Commonwealth of Kentucky employee, you will receive medical insurance through the Kentucky Employees’ Health Plan starting on your first day. Optional dental, vision, and life insurance plans are available.
- Retirement contributions are provided through the Kentucky Public Pension Authority.
- Additional benefits include paid holidays, annual and sick leave, participation in Deferred Compensation plans, and access to professional development through online training courses in MyPurpose.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
