Advertisement Closes 11/16/2024 (7:00 PM EST) 24-06904 Administrative Specialist Pay Grade12 Salary $49,553.60 Annually Employment Type EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK Click here for more details on state employment. Hiring Agency Cabinet for Health & Family Services | Dept for Community Based Services Location Location Varies Description This position will be housed in the Pulaski County DCBS office and provide administrative support to multipleteams in the Cumberland Service Region. The Kentucky Department for Community Based Services (DCBS) is a multi-faceted agency that provides servicesand programs to enhance the self-sufficiency of families; improve safety and permanency for children andvulnerable adults; and, engage families and community partners in a collaborative decision-making process. DCBS seeks an Administrative Specialist to assist with the day to day operations of a fast paced officesetting. This position provides professional support of administrative nature involving responsibility forfacilitating management details to the Service Region Administrator Associate (SRAA) and other regional officestaff. The ideal candidate for this position is self-motivated, organized, able to multi-task, and prioritizework assignments well. Benefits include health and life insurance, flexible work schedules, paid sick andvacation leave and retirement benefits. For more information on the Department for Community Based Services, please visit our website at: Career growth is encouraged through training and mentoring. Benefits include flexible work schedules, paid holidays, and compensatory leave. Responsibilities include but are not limited to:
- Provides professional support to multiple teams that serve all counties within the service region in the areaof foster and adoptive homes.
- Provides Cabinet regulations and policies applicable to staff.
- Cabinet representative when communicating with various levels of community partners.
- Screens types of support or assistance is needed by the public and directs to the appropriate area.
- Answers phone, communicates by email or in person with the public, staff, and supervisors.
- Obtains, compiles, prepares, drafts, and/or maintains documents and files for multiple teams.
- Serves as timekeeper for multiple teams, completes time entry reports, and assists staff in reviewing timesheets for errors and tracks corrections as needed.
- Guides staff on appropriate KHRIS accounting templates, codes and leave balance trackers.
- Assists in compiling operational records to ensure compliance in various building operational areas.
- Procard holder for multiple teams. Monitors system to ensure proper review and payment is made.
- Processes supply orders and systemically checks funds to avoid overspending budgetary needs.
- Monitors log and tracker to ensure proper payment is issued and prepares discontinuations. Ensures proper noticeis given to the various entities and supervisor.
- Maintains meeting minutes, reserves conference lines and conference rooms, maintains filing, and keeps up todate various reports and folders on share site.
- Provides data and tracks and monitors Training Records Information Systems (TRIS) system for training needs of foster/adoptive families.
- Serves as Random Moment Time Studies Area Coordinator for multiple teams, coordinating and submitting timelyreports for the region and ensures policies and regulations are met.
- Performs other duties as assigned.
The ideal candidate will have:
- Strong verbal and written communication skills
- Good time management and organizational skills
- The ability to work well under pressure
- A willingness to work as part of a team
The position you are applying for has access to or use of federal tax information (FTI) or meets the statutorydefinition of front-line staff. Therefore, pursuant to IRS Publication 1075 and 900 KAR 1:009 or KRS 194A.062and 900 KAR 1:050, applicants for this position in the Cabinet for Health and Family Services (CHFS) shallsubmit to a fingerprint-based criminal background check by the Department of Kentucky State Police and theFederal Bureau of Investigation. CHFS also participates in E-Verify and will provide the federal government with your Form I-9 information toconfirm that you are authorized to work in U.S. CHFS will only use E-Verify once you have accepted a job offerand completed the Form I-9. For more information on E-Verify, or if you believe that CHFS has violated its E-Verify responsibilities, please contact Department of Homeland Security (DHS) at 888-###-#### or Minimum Requirements
EDUCATION:Graduate of a college or university with a bachelor's degree.
EXPERIENCE, TRAINING, OR SKILLS:One year 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 Kayce Storm Hayes at ...@ky.gov or 606-###-####. An Equal Opportunity Employer M/F/D