Administrative Support Specialist

2 days ago


Frankfort, Kentucky, United States Kentucky Personnel Cabinet Full time
{"title": "Administrative Specialist Senior", "description": "Job Summary

We are seeking an experienced Administrative Specialist Senior 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
  • 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.
  • Interprets agency policies and procedures and advises agency staff regarding invoices and purchasing requirements.
  • Creates storage fee invoices for state records and distributes to records officers throughout the state.
  • Tracks invoice information using the Cabinet for Health and Family Services (CHFS) kits system. Creates ITI documents in eMARS for payment of invoices.
  • Verifies deposit memos and enters deposits in tracking spreadsheet.
  • Serves as liaison between department and cabinet purchasing branch.
  • Processes purchase requests through salesforce with appropriate accounting information, activity codes, object codes, and required documentation.
  • Position works closely with management to obtain invoices for approved purchases and routes for proper approvals. Reviews invoices for accuracy and forwards for payment.
  • Serves as agency ProCard administrator. Responsible for all departmental purchases. Ensures transactions are compliant with rules and proper documentation is completed. Coordinates payment process.
  • Runs detailed reports in eMARS reporting system and maintains budgetary spreadsheets for agency divisions and branches.
  • Assists with physical inspection of all fixed assets inventory.
  • Performs other duties as assigned.
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.

Probationary Period

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

", "requirements": "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": "Working Conditions

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

", "probationary_period": "Probationary Period

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

", "lang_code": "en"}

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