EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 40.0 HR/WK

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Hiring Agency
Finance & Administration Cabinet | Dept for Facilities and Support Srvs
Location
403 Wapping Street
Frankfort, KY 40601 USA
Description
The Office of Facility Development and Efficiency (OFDE) and the Division of Engineering and Contract Administration (DECA) are part of the Finance and Administration Cabinet. DECA is responsible for managing the state’s capital construction projects for most of the Executive Branch agencies across the Commonwealth of Kentucky. Multiple using agencies across the state depend on DECA for assistance in managing their capital projects. The Administrative Services Branch serves DECA by providing administrative duties to the division – project and small purchase accounting, drawing archival, and office policy development. This position reports to the Branch Manager and will be responsible for providing professional administrative support to the Branch Manager, Department, Office, Division, Executive Director, and the team.

Key Responsibilities:

• Audit and process invoice payments against various specialized contract documents terms and conditions, signatures, and numerical accuracy. Perform and/or coordinate error corrections. Create, submit, and manage payment requests for those invoices.
• Audit and process straight disbursements for utilities, small purchases, goods and services, and emergency payments. Maintain file for same.
• 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 concerning accounting and administrative matters.
• Assist staff with eMARS and eComm processes.
• Assist with compilation of reports and summaries of information, interpret division policy to public and departmental employees.
• Performs other duties as assigned.

Preferred Knowledge/Skills/Abilities:

• Strong written and verbal communication.
• Strong auditing skills and/or attention to detail and organized.
• Possess proficient computer skills in Microsoft 365 Suite – Outlook, Excel, Word, and Adobe Pro software.
• Possess good time management skills and follows through on tasks.
• Strong customer service skills.
• Strong work ethic.
• Should be able to work independently and in a team environment.
• Working knowledge of eMARS (state-wide accounting software) preferred.
• Knowledge of procurement and accounting practices preferred (contracting, invoicing and accounts payable).
• Good research skills.

We offer a great package of employee and family-friendly benefits, including:

• A 40-hour work week (with occasional overtime required)
• Paid time off (sick and vacation) plus paid holidays
• Overtime and compensatory time
• Affordable health insurance with optional Health Reimbursement Account
• Life insurance
• Retirement
• Wellness incentives program
• Training and career development opportunities; paid continuing education
• Optional Deferred Compensation program (401K)
• Employee discounts on electronics; health and wellness; retail; travel, events and entertainment; and services and education
• Potential for telecommuting

We’re looking for an experienced administrative professional who also likes working with people. If this sounds like you, we would love the opportunity to review your application for this Administrative Specialist Senior position.
Minimum 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

Working Conditions
Incumbents working in this job title primarily perform duties in an office setting.
Probationary Period
This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.
If you have questions about this advertisement, please contact Tiffany Miller at Tiffanyr.miller@ky.gov or 502-782-3923.
An Equal Opportunity Employer M/F/D

• Audit and process invoice payments against various specialized contract documents terms and conditions, signatures, and numerical accuracy. Perform and/or coordinate error corrections. Create, submit, and manage payment requests for those invoices.
• Audit and process straight disbursements for utilities, small purchases, goods and services, and emergency payments. Maintain file for same.
• 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 concerning accounting and administrative matters.
• Assist staff with eMARS and eComm processes.
• Assist with compilation of reports and summaries of information, interpret division policy to public and departmental employees.
• Performs other duties as assigned