Transportation Business Operations Assistant Senior - Kanawha County

The Transportation Business Operations Assistant Senior will report to the Traffic Engineering Division in Kanawha County. Under the supervision of the Administrative Manager, the selected employee will obtain and manage funds for different types of projects and programs. Responsible for project initiation, change requests and authorizing funding. Prepare and track all vendor/consultant invoices, from setting up the vendor to processing the final payment. Responsible for creating change orders on ADOs (agency delivery orders) and APOs (agency purchase orders). Prepare and track financial documents from inception to closing, prepare financial agreements, prepare and process invoices, process and track utility payments, and serve as the p-card sub coordinator for the division. The incumbent will act as a lead worker over employee responsible for entering P-Card transactions and travel related documents. Includes all other related duties as assigned. Proficiency in Microsoft Word and  Excel, as well as knowledge of TIMEI, the Hub, and WV Oasis is preferred.

• Develops procedures for the effective implementation of the work of the unit, to include forms, operating procedures, and proposed policies, and confers with unit management and other staff regarding revisions to budgetary, purchasing, and other administrative services, policies, and procedures.
• Develops operating manuals necessary for the instruction and training of unit staff, agency officials, and other state officials; conducts periodic training sessions for new initiatives and procedures in the area of assignment.
• Analyzes the budget document and appropriate enabling legislation to determine the need for revised operational procedures for the budgetary cycle.
• Prepares or supervises the preparation of required fiscal and budgetary reports in the area of assignment.
• Monitors the expenditures of state agencies and higher education systems to ensure compliance with budgeted appropriations, confers with state officials and budget specialists in the resolution of expenditure level problems, advises on the transfer and reallocation of funds to resolve such problems, and briefs management on potential areas of appropriation level difficulties.
• Prepares or assists in the appropriation of grant proposals and budgetary recommendations for the agency; monitors the execution of appropriations throughout the fiscal year.
• Develops procedures, forms, and controls necessary for the effective operation of the unit.
• Within State Purchasing Rules and Regulations, examines purchasing requests for conformity to specifications and budgeted amounts.
• May negotiate contracts and agreements for the procurement of equipment, supplies, and services.
• Supervises other professional, technical, and clerical employees in the unit.
• Travel may be required; therefore, a valid driver’s license is required.

• Knowledge of the functions and objectives of the agency.
• Knowledge of the laws and regulations relating to the agency.
• Knowledge of the principles and techniques used in the assigned function or specialty area.
• Ability to coordinate the unit activities with other units within and outside state government.
• Ability to establish and maintain effective working relationships with others.
• Ability to analyze and interpret budgetary and technical data related to the area of assignment.
• Ability to supervise the work of others.

REQUIRED TRAINING/EDUCATION 

• High school diploma or equivalent.

REQUIRED EXPERIENCE

• Four (4) years of full-time or equivalent part-time paid experience in providing advanced clerical duties and/or administrative services in accounting, budgeting, project monitoring and reporting, personnel, or procurement and property.
• Substitution: Successful completion of coursework from a regionally accredited college or university, related business school, or vocational training may be substituted for the required experience through an established formula.