Administrative Specialist Senior

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10/29/2026 (11:59 PM ET)

2605477

Pay Grade13

Salary

$42,742.08 - $64,114.08 Annually

Employment Type

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 and Executive Director, and team in developing, implementing, and maintaining
• various complex programs, projects or activities; and performs other duties as required. We're staffing up to
• support this amazing team and the project growth across the State. This is an exciting time to join us!

Responsibilities include but are not limited to the following

• Audit and process invoice payments against various specialized contract documents terms and conditions,
• signatures, and numerical accuracy. Perform and 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 using eMARS, eComm, and MS 365 Suite - Outlook, Excell, Word, PowerPoint, and Adobe Pro
• software.
• Performs other duties as assigned.
• Skills and expectations include but are not limited to the following:
• Strong written and verbal communication.
• Strong auditing skills and/or attention to detail and organized.
• Possess proficient computer skills in MS 365 Suite – Outlook, Excel, Word, and Adobe Pro software.
• Good time management skills and follow through on tasks.
• Strong customer service skills.
• Strong work ethic.
• Should possess reliable transportation.
• Should be able to work in a team environment and independently.
• 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:
• 40-hour work week (w/occasional overtime required).
• Paid Time Off (Sick & Vacation) + Paid Holidays.
• Overtime / Compensatory Time.
• Affordable Health Insurance w/ Optional Health Reimbursement Account.
• Life Insurance.
• Dental and Vision insurance options.
• Retirement.
• Wellness Incentives Program.
• Training/Career Development Opportunities.
• Optional Deferred Compensation program (401K).
• Lots of Employee Discounts on electronics, health & wellness, retail, travel/events/entertainment,
• services/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
• Sr. 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 [email protected] or 502-401-9854.
• An Equal Opportunity Employer M/F/D