JOB SUMMARY:
Under supervision, performs complex administrative duties and statistical, financial, or operational data analysis and reporting in support of management decision making in functional area. Identifies trends, discrepancies, and variances to improve the efficiency and effectiveness of operations. May partner with other departments, divisions, outside agencies, and vendors to address business issues. Exercises various latitudes of independent judgement. May administer of provide high level support for various projects, grants, contracts, implementation of procedures, and/or specialized functions.
JOB RESPONSIBILITES:
Reconciles monthly expenses to ensure accuracy and accountability.
Gather, analyze, and report on business data to develop performance metrics, identify trends, and provide actionable insights to stakeholders.
Analyzes business data to resolve purchase order and invoice discrepancies, ensuring clear communication and coordination with the Office of Accounting and Procurement regarding issues encountered in the Perceptive application.
Oversees compliance with state purchasing and administrative policies and procedures, providing clear interpretation and guidance as needed.
Organizes and maintains digital file systems to ensure efficient access, storage and retrieval of information.
Manages CATS contract routing and administrative correspondence by tracking and ensuring prompt responses, obtaining digital signatures, and efficiently routing documents within the department.
Facilitate seamless communication and collaboration between IT, management, and end-users to ensure alignment, while delivering exceptional customer service by managing scheduling requests, coordinating expense information, and fostering interactions within Traffic Operations and with external stakeholders.
Assist in deploying new processes and systems, offering guidance and training to users when necessary.
Other duties as assigned.
MINIMUM QUALIFICATIONS
The selected candidate must meet the advertised minimum qualifications to include State Entry Qualifications as well as Agency Specific Qualifications
STATE ENTRY QUALIFICATIONS:
Associate degree in business or related field from an accredited college or university and one (1) year of experience related to area of assignment.
Note:
An equivalent combination of knowledge, education, job or intern, training or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over.
AGENCY SPECIFIC QUALIFICATIONS:
Bachelor's degree in business administration, accounting, finance, or a related field from an accredited college or university AND Two years of office administration or senior secretarial experience OR Equivalent combination of experience, education, and training.
Demonstrated experience administering expenditure or budget.
Demonstrated experience in monitoring unit/office expenditures or budget, or in managing and resolving conflicts in a positive and constructive manner.
Ability to evaluate and monitor contract performance to ensure compliance with contractual obligations and to determine the need for change.
Advanced computer skills in Microsoft Outlook, Word, PowerPoint, Excel (including pivot tables), Teams, Adobe Acrobat PDFs, and KRONOS timekeeping or similar software.
Point of contact for vendors and contractors regarding contract requirements.
Tracks and monitors federal funding for ITS Safety contract.
Coordinates with key personnel for IT refunds.
Monitors and maintain utilities and Verizon expenses.
Purchases signal supplies, equipment, services and purchase orders.
Verifies invoices and processes payments.
Strong interpersonal and communications skills in various platforms, including email, messaging, telephone, and in person.
Ability to build rapport and maintain relationships with key contacts internally and outside of the organization.
Demonstrated people and interpersonal skills in working effectively with executive level staff, other department personnel and external customers in a cooperative and professional manner to achieve goals.
Experienced in providing prompt follow-up, especially for calendar management and ensuring action items are completed.
Demonstrated experience to manage time effectively and display a high level of initiative in accomplishing tasks and meeting deadlines
Trains engineers on basic timekeeping functions.
Organizational skills, attention to detail, and the ability to multitask
Acts as gatekeeper, closely monitoring executive calendars and priorities
Demonstrated ability to adapt to changing situations in a fast-paced environment
Committed to providing quality customer service
AGENCY PREFERRED QUALIFICATIONS:
Knowledge of Peoplesoft Financials, Human Resources, Fleet Management,
Related experience in a large organization
IMPORTANT INFORMATION FOR ALL GDOT JOBS
The interview is just one part of the overall selection process and is not the only criteria used to make the final selection. In addition to the interview, the final selection is based on the applicant’s work history and performance (documented in HR and/or Office files), PeopleSoft/employee status (i.e. rehire code), employee performance reviews, personnel file review (HR & Office Files), criminal background check, employment reference checks (including references and commendations from Managers and other relevant documentation) and, for supervisory positions, demonstrated leadership skills based on past and current work history will be considered.
Good Employment Standing:
In accordance with the Interview and Selection Process (ISP), an applicant must have no active disciplinary actions to be in good employment standing. Actions that may disqualify an applicant include letters of reprimand (active for 12 months after issuance date); suspension without pay or disciplinary demotion (active for 12 months from the effective date); Performance Improvement Plans (PIP) and Leave Restriction Plans (active until 12 months after the date of conclusion). In addition, an employee must have an overall ePerformance rating score of three (3) or higher on their most current evaluation. Please note: Memorandums of Concern are not considered disqualifying factors. Human Resources may remove any employee from consideration for selection who is pending a disciplinary action; however, if the action is resolved in the employee’s favor, he or she will be allowed to compete.
THIS IS AN INTERNAL AND EXTERNAL JOB ANNOUNCEMENT
THIS IS AN UNCLASSIFIED POSITION.
THE SELECTED APPLICANT FOR THE POSITION WILL BE SUBJECT TO A REFERENCE CHECK AND CRIMINAL BACKGROUND CHECK, WHERE APPLICABLE.
PLEASE INCLUDE ALL RELEVANT JOB INFORMATION ON THE APPLICATION FOR CONSIDERATION. ALL APPLICATIONS WILL BE PRESCREENED.
UPON PROMOTION, THE SELECTED CANDIDATE WILL RECEIVE 10% or THE GDOT JOB SPECIFIC MINIMUM SALARY, WHICHEVER IS GREATER.
GDOT IS AN EQUAL OPPORTUNITY EMPLOYER