ADMINISTRATIVE ASSISTANT I - 64056600

Requisition No: 842339 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64056600

 Pay Plan: Career Service

Position Number: 64056600 

Salary:  $37,440.00 annually 

Posting Closing Date: 12/10/2024 

Total Compensation Estimator Tool

Open Competitive

Travel Time 1-25%

Anticipated Vacancy

  

 

Your Specific Responsibilities:

This position is located within the Brain and Spinal Cord Injury Program, directed by Program Services Administrator.

• Maintains knowledge of and adheres to the department's procurement, purchasing, financial and personnel policies and procedures.

• This position will follow policy for procurement of new vendors for annually recurring purchase orders (PO). Will use drafted Scopes of Work to request quotes when needed.

• Assist with informal quoting as needed.

• Develops requisitions and maintains POs as requested. Maintains PO logs and folders.

• Ensures all invoices and receipts have been submitted and reconciled by due date, maintaining awareness of interest penalties for late payments.

• Uses the state purchasing card for purchases, following all policies and procedures, including clearing charges within 3 days.

• Communicates with vendors when there are discrepancies or changes needed for invoice payment.

• Communicates with DOH Purchasing and Finance and Accounting to resolve issues.

• Works with the program and applicable DOH section when Advance Payment Requests, Single Source Payments, Health Exemption Requests, PUR1010 Payments, After-the-Fact Payments, Settlement Agreements, or any other statewide/Departmentwide process is needed as part of paying an invoice per policy.
   

Monitoring activities will include the following:

• Working with Budget Coordinator and/or Program Services Administrator to ensure budget is being followed.

• Monitor POs and invoices to ensure there is enough funding for payments for the duration of the PO.

• Monitoring contracted staff POs and keep a running log of how many hours the contractor has remaining on the PO.

• Monitors contracted staff travel lines to ensure there is enough funding available before travel occurs.

• Monitors assigned email inboxes for invoices or communications from vendors.

• Notifies the appropriate program of any issues and follows-up with program until all issues are resolved.

• Monitors encumbrances for any necessary reductions.

 

Maintains current knowledge of applicable state and department computer software and systems. Uses tools available for monitoring and reporting as required or needed. Assists with Central Registry referrals and/ or phones coverage as needed.

Other duties as assigned by the Department.

 

Required Knowledge, Skills, and Abilities:

Knowledge of administrative principles and practices, knowledge of office procedures, ability to prepare correspondence and administrative reports, ability to work independently, ability to plan, organize and coordinate work assignments, ability to communicate effectively; and ability to establish and maintain effective working relationships with others.

 

Qualifications:

Preferred: 

• Three years of secretarial or clerical work experience. 

• This position prefers