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Administrative Support Specialist

1 month ago

Frankfort, Kentucky, United States Kentucky Personnel Cabinet Full time
Job Summary:

We are seeking an Administrative Support Specialist to support the agency in implementing and maintaining various programs, projects, and activities for the Commissioner's Office and the Divisions related to procurement and budget for the agency.

Key Responsibilities:
  • Administrative Support: Provides professional support to the commissioner and other staff in the department in the application of complex purchasing services, data entry, maintaining archives and invoice records, etc.
  • Purchasing and Budgeting: Interprets agency policies and procedures and advises agency staff regarding invoices and purchasing requirements.
  • Storage and Invoicing: Creates storage fee invoices for state records and distributes to records officers throughout the state.
  • Invoice Tracking: Tracks invoice information using the Cabinet for Health and Family Services (CHFS) kits system. Creates ITI documents in eMARS for payment of invoices.
  • Deposit Verification: Verifies deposit memos and enters deposits in tracking spreadsheet.
  • Liaison Services: Serves as liaison between department and cabinet purchasing branch.
  • Purchase Processing: Processes purchase requests through salesforce with appropriate accounting information, activity codes, object codes, and required documentation.
  • ProCard Administration: Serves as agency ProCard administrator. Responsible for all departmental purchases. Ensures transactions are compliant with rules and proper documentation is completed. Coordinates payment process.
  • Reporting and Budgeting: Runs detailed reports in eMARS reporting system and maintains budgetary spreadsheets for agency divisions and branches.
  • Asset Inspection: Assists with physical inspection of all fixed assets inventory.
Requirements:
  • Education: Graduate of a college or university with a bachelor's degree.
  • Experience: Three years of professional, administrative, or business experience.
  • Substitution: 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.