DUTIES AND RESPONSIBILITIES

Uses computer software or database to prepare reports and compile data for finance primarily and HR to Payroll as assigned. Creates and maintains database and spreadsheet files and paper files as assigned. Is responsible for the organization and upkeep of detailed filing system/file rooms.

Supports the Fleet office in the review of reports and data from the Office of Vehicle Management including; telematics data, fuel site reports and toll charge reports. Follows up with DCR bureaus and departments for responses to data requests and action items.

Assist with tracking surplus assets in OVM VMMS. (vehicle maintenance management system) and scheduling of surplus assets to OVM lot.

Assist with processing OVM travel forms,

Assist with replacement and renewal of WEX Fuel card

Monitors and reconciles expense budgets and appropriations in MMARS on a daily basis and assists the business manager with transfers as necessary. Supplies fiscal support to fleet and supports the fleet staff.

Responds to inquiries and provides information to internal and external contacts.

Communicates with dept. fiscal staff regularly to ensure compliance with all state and agency fiscal policies and regulations.

Communicates with outside agencies and vendors to resolve accounting discrepancies & reporting major discrepancies such as violations of procurement procedures to the fleet business manager in a timely manner.

Prepares, submits and reviews in MMARS payment documents (PRC & GAX) for both contracts and commodities purchases.

Provides guidance to the fleet staff to ensure the proper use of statewide and departmental contracts.

Prepares MMARS statements for the business manager and finance regarding the status of current account balances and department expenditures.

Queries the MMARS warehouse to provide various fiscal information as required by the business manager and fleet manager.

Maintains information on agency fleet vehicles and equipment.

Maintains effective communication with the Fleet Manager and other administrative staff in fleet as well as staff in the DCR's Administration and Finance office in a timely and accurate manner.

Prepares requests to vendors for changes in service i.e. starting and stopping services, tracking down unauthorized charges etc.

Assists business manager in conducting year-over-year budget analysis to help identify and monitor potential shortfalls/surpluses.

Make recommendations to business manager on annual budget preparations.

Ensures correct accounting information on deferred maintenance documents to ensure accurate cost reporting.

Addressing or appropriately redirecting phone calls in a courteous manner. Assists with dispatch duties as needed, operates office equipment such as printer, copier, fax, etc.

Answer fleet dispatch when needed.

Creates SharePoint documents, files, folders, etc.

Creates Spreadsheets and pivot tables for department use and special projects, writes professional department memos and emails.

Provide guidance, supervision or administrative support to personnel as assigned.

PREFERRED QUALIFICATIONS:

Ability to communicate effectively.

Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.

Ability to use proper grammar, punctuation, and spelling.

Ability to make recommendations.

Ability to multi-task and prioritize.

Ability to prepare documents and reports accurately.

Ability to assist customers of diverse backgrounds.

Ability to follow guidelines and procedures.

Knowledge of software applications such as desktop publishing, project management, spreadsheets, and database management.

Ability to work independently and in teams.

Organizational skills.

Based on assignment, the ability to supervise and assign work effectively.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Educational substitutions will only be permitted for a maximum of two years of the required experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.