Highway Business Operations Assistant 1-Kanawha County
Nature of Work
The Highway Business Operations Assistant 1 performs administrative work in providing support services such as fiscal, personnel, payroll or procurement in a small division or equivalent organization level. This position will be responsible for the day to day operations of accounts payable, surplus, and Pavement Management System (PMS) inventory functions for the Operations Division. Specifically, the incumbent will be responsible for the receipt and audit of each invoice to ascertain it is original, meets the requirements of the contract or agreement, and is mathematically correct.
All invoices will be certified for payment, entered into REMIS and then scanned, with all supporting documentation, into APPEXTENDER for processing by Department of Transportation (DOT) Accounts Payable. Types of payables include, but are not limited to, travel reimbursements to employees, utilities, rentals, statewide engineering agreements, and P-Card transactions. Incumbent will be solely responsible for the inventory, preparation of all required forms, and communication with appropriate personnel to properly maintain and transfer surplus equipment in accordance with state laws and regulations, monitoring of PMS inventory for needed adjustments and annual inventory is required. Employee will serve as back-up for daily time entry as needed. Preference may be given to candidate with excellent knowledge of Microsoft Excel and Word. Should have good communication skills, both orally and written. Performs related duties as required.
Pay Grade: 10
Typical Duties and Responsibilities
• Confers with inter- and intra-agency personnel to transact business, gather information, or discuss information; may be in a position with public or federal government contact.
• Gathers and compiles information for state records; writes reports, balances tally sheets, and monitors inventories, purchases, and sales.
• Updates records and contacts employees to gather information; represents the supervisor or unit in the area of assignment at in-house meetings.
• Maintains files of information in hard copy files or electronic format; runs reports for regular or intermittent review.
• Assists in determining the need for changes in procedures, guidelines and formats; devises a solution; monitors the success of solutions by devising quantitative/qualitative measures to document the improvement of services.
• Assists in the writing of manuals in the area of assignment; clarifies the wording and describes new procedures accurately.
• Specific rules, regulations, and procedures are used as part of an assignment that may be of larger scope than those typically required of the position.
• Travel may be required; therefore, a valid driver’s license may be required.
Required Skills and Knowledge
• Knowledge of regulations, processes and procedures in the area of assignment.
• Knowledge of general office practices and procedures.
• Knowledge of state and federal laws and regulations related to the area of assignment.
• Ability to collect and compile accurate information.
• Ability to conceptualize the nature of service difficulties and devise appropriate work methods, tools, and configurations to correct the problem.
• Ability to prepare flowcharts, graphs and status reports.
• Ability to communicate with a wide variety of people, both orally and in writing.
• Ability to perform basic arithmetic.
Required Education and Experience
REQUIRED TRAINING/EDUCATION
REQUIRED EXPERIENCE
Note: Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications, or related fields.
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