Administrative Specialist Senior

Advertisement Closes

8/16/2026 (11:59 PM ET)

2604128

Administrative Specialist Senior

Pay Grade 13

Salary

$39,284.88 - $58,927.20 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

General Government Cabinet | Department of Military Affairs

Location

100 Minuteman Parkway
Frankfort, KY 40601 USA

Description

The Division of Emergency Management is hiring an Administrative Specialist Senior that provides professional administrative support to the Training and Exercise Section in administering, overseeing, and coordinating various complex training and exercise programs, projects, or activities. This position also provides support to all 120 Kentucky counties and agency partners' emergency management preparedness, response, and recovery, as well as is a part of the staff for the State Emergency Operations Center.

Job duties include, but are not limited to, the following:

• Collects, maintains, and archives physical and electronic files of essential course documentation (sign-in rosters, excel spreadsheets, and evalutations) for various complex training and exercise programs, projects, or activities conducted by the division.
• Disseminates certificates of completion and participation to all training and exercise participants.
• Addresses any errors in documents received from course and event managers.
• Produces and maintains a continuous list of events conducted by the Training and Exercise Section and the division.
• Lists names of individual participants, individual contact information, types of events conducted, location of events conducted, dates, event hours completed, etc.
• Collects, processes, maintains, monitors, and reports as appropriate all Training and Exercise Section event expenses documentation within eMARS related to contracts and budget.
• Establishes and maintains sufficient training and proficiency in eMARS, other system software, and equipment necessary to complete these activities satisfactorily.
• Receives phone calls and visitors on behalf of the Training and Exercise Section, branch, and division.
• Informs Training and Exercise Section supervisor of any current, upcoming, or potential problems and situations.
• Assists and facilitates with SharePoint and ITEAMS issues and documents, including but not limited to, verifying that scheduled training and exercise events have been entered into ITEAMS and master schedule of events, each event status remains updated, evaluations are completed, and proper documentation is uploaded for archive and storage.
• Has proficiency in equipment and information technology (IT) software required to complete these.
• Tracks, maintains, and coordinates ordering of all office supplies in support of training and exercise activities as well as daily activities within the Training and Exercise Section of the division.
• Notifies the section supervisor of need to order materials and completes the necessary paperwork for ordering materials.
• Provides, maintains, and supervises registration of all persons entering the facility during activation of the Emergency Operations Center (EOC) for disasters and exercises.
• Assists with the issuance of identification documents for personnel functioning in the EOC.

Minimum Requirements

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 month