Administrative Associate II

Title: Administrative Associate II

Salary Range: $41,880

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: Hybrid

FLSA Status: Non-Exempt

College: KCTCS System Office

Campus Location: System Office

Department: Facilities

Total Rewards

KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

This position will provide support for Facilities Support Services by preparing purchase requisitions and vouchers, managing procurement card accounts, and auditing travel vouchers. This position will assist the Director of Capital Projects and Budgeting by recording accounting transactions for capital and maintenance projects and will prepare construction reports as needed. Assist and back up the Capital Construction Accounting Specialist with auditing and processing consultant and contractor payments for capital projects. This position will provide support for Facilities Support Staff.

Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance.

KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.

Job Duties:

Prepare purchase requisitions and vouchers, vendor adds, and auditing of travel vouchers.

Manages 3 Facilities Support Services procurement card accounts and reconciles statements and submits all required documentation monthly.

Oversees the payment process from beginning to end for System Office building related contracts and services.

Assist and back up the Capital Construction Accounting Specialist with auditing and processing invoices and payment applications related to capital project payments from the Facilities Support Services Ecommunications software.

Compiles monthly System Office utility bill reports and sends to Treasury for reconciliation purposes.

Contact for vending contract regarding monthly coffee orders and any related issues.

Prepare and record general ledger and budget entries as needed for capital and maintenance projects and Facilities’ operating funds.

Prepares capital construction reports of active projects to include balances for colleges as needed.

Records monthly state capital project expenses.

Enter KCTCS System Office utility bills into the Commonwealth Energy Management and Control System (CEMCS) monthly.

Compiles monthly System Office utility bill reports and sends to Treasury for reconciliation purposes

Provide support for all Facilities Support staff by performing various duties such as maintaining weekly schedules of staff, coordinating, and setting up meetings, and ordering Facilities Support staff office supplies and System Office janitorial supplies.

Assist in planning and implementing as needed the various large conferences, significant meetings, vendor events, and other Facilities Support Services sponsored events, including the annual Safety Conference and the annual Facilities Support Services Conference.

Maintains KCTCS SO Fleet vehicle maintenance records.

Site editor for Facilities Sharepoint page.

Back up for the System Office front desk staff, as needed.

Minimum Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent.  

Preferred Qualifications:

Additional Skills Requested:

Main focus of education should in the office or business management field. Accounting courses would be a plus.

keeping updated on new technology and software used by KCTCS such as Microsoft Office and Peoplesoft Financials.

Financial Analyst, Budget Analyst, Accounts Payable

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.