Administrative Specialist Senior

3 days ago


Frankfort, Kentucky, United States Kentucky Personnel Cabinet Full time
Job Title: Administrative Specialist Senior

We are seeking a highly skilled and experienced Administrative Specialist Senior to join our team at the Kentucky Personnel Cabinet. As a key member of our staff, you will provide administrative support to the Commissioner's Office and various divisions, ensuring the smooth operation of our programs and projects.

Key Responsibilities:
  • Provide professional support to the Commissioner and other staff members in the application of complex purchasing services, data entry, and maintenance of archives and invoice records.
  • Interpret agency policies and procedures, advising staff on invoices and purchasing requirements.
  • Create storage fee invoices for state records and distribute to records officers throughout the state.
  • Track invoice information using the Cabinet for Health and Family Services (CHFS) kits system and create ITI documents in eMARS for payment of invoices.
  • Verify deposit memos and enter deposits in tracking spreadsheets.
  • Serve as liaison between the department and cabinet purchasing branch.
  • Process purchase requests through Salesforce with appropriate accounting information, activity codes, object codes, and required documentation.
  • Work closely with management to obtain invoices for approved purchases and route for proper approvals. Review invoices for accuracy and forward for payment.
  • Serve as agency ProCard administrator, responsible for all departmental purchases, ensuring transactions are compliant with rules and proper documentation is completed. Coordinate payment process.
  • Run detailed reports in eMARS reporting system and maintain budgetary spreadsheets for agency divisions and branches.
  • Assist with physical inspection of all fixed assets inventory.
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.
Working Conditions:

Incumbents working in this job title primarily perform duties in an office setting.

This job has an initial and promotional probationary period of 6 months, except as provided in KRS.



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