Highway Business Operations Assistant 1 – Kanawha County
Nature of Work
This position will be responsible for the day-today operations of accounts payable, maintenance reports, surplus, and PIMS inventory functions for the Operations Division (Formally Maintenance Division). Specifically, the incumbent will be responsible for the receipt and audit of each invoice to ascertain it is original, meets requirements or 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 App Extender for preprocessing by DOT accounts payable. Types of payments include but are not limited to: utilities, rentals, statewide engineering agreements, P-Card, travel and employee reimbursements. The incumbent will handle the receipt, distribution, tracking and REMIS entry of all preventative maintenance (PM). Reports for the Division's vehicles. Further, incumbent will also handle the equipment and vehicle inventory for the division, which will include vehicle transfers and communication with the Equipment Division as needed.
Incumbent will be solely responsible for the inventory, preparation of all required forms, and communications 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. Performs other related duties as required. Preference may be given to candidates who have advanced working knowledge of Microsoft Excel and Word. Good verbal and written communication skills as well as knowledge of state rules and regulations regarding payables, surplus property and travel.
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 EDUCATION
• Graduation from a regionally accredited (4) four-year college or university.
• Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.
• Substitution: Additional qualifying experience, as described below, may be substituted on a year-for-year basis for the required training.
REQUIRED EXPERIENCE
• One (1) year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must be in responsible complex clerical duties.
• Substitution: Successful completion of graduate study in a regionally accredited college or university in one of the above listed fields may be substituted for the required experience on a year-for-year basis.
To apply, click here: https://www.governmentjobs.com/careers/wvdot/jobs/2903529/highway-business-operations-assistant-1-kanawha-county?pagetype=jobOpportunitiesJobs
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