MINIMUM QUALIFICATIONS:
A baccalaureate degree plus one year of professional level experience in administrative services.
SUBSTITUTIONS:
Six years of full-time work experience in any field may be substituted for the required baccalaureate degree.
Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows:
A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.
30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.
60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.
90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.
120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.
College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.
NOTE:
Examples of professional administrative service fields include: Accounting, Financial Auditing, Budget work, Contract/Grants work, Human Resources/Personnel, Information technology, Insurance, Purchasing/Procurement, Quality assurance, Records management, Risk management, and Safety. In the area of wholesale/retail sales, we will also accept store managers, business managers, regional sales managers, or district sales managers as experience in administrative services.
NOTE: Any college hours or degree must be from an accredited college or university.
The Office of Technology Services aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments. The Office of Technology Services will work to increase the return on the State’s investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering a skilled and professional staff.
The incumbent in this position is responsible for ensure the agency is compliant with all state rules and regulations with reference to Fleet Management, Office of Technology Services (OTS) moveable property, facility management, OTS record retention, and Loss Prevention to ensure OTS is complaint with the Office of Risk Management (ORM). This position requires knowledge of the existing DOA OTS environments.
Job Duties
30% OTS Fleet Coordinator - Work with OTS executive staff to create policy's for OTS fleet vehicles. Ensure that records are compile on employees needing authorization to drive a state vehicle or on state business. Work with safety staff to verify all OTS employees have completed the Defensive Driving Training and that it is up to date. If all requirements are met, approve the employees to drive a state vehicle or on state business. Ensure that the DAMV-3 mileage logs for all OTS units are compiled. Check the DAMV-3 to ensure that the employees filled in all the information correctly. Reconcile gas tickets, repair and maintenance tickets to the DAMV-3s and the fuel bill. Approve fuel bills for payment and send to Accounts Payables. Perform inspections on OTS units to ensure the safety of the employees and units. Monitor the OTS units ensure that maintenance is performed. Approve all repairs and maintenance for all OTS units. Complete and send the DAMV-7 report to LP AA monthly. Issue PIN numbers for Fueltrac thru an online account. Cancel PIN numbers when employees leave OTS. Approve mileage reimbursement for employees that use their personal vehicles on state business. Collect information and Police reports on accidents involving state owned units. Approve overnight storage of OTS/State owned vehicles. Monitor the signing in/out of OTS Pool units. Prepares Fleet Budget for the new fiscal year and submits to OTS Budget Office.
30% OTS Property Management - Work with OTS executive staff to create policy's for OTS property management. Ensure that statewide inventory is conducted annually on all OTS property. Ensure that any un-located property, is listed as un-located for three years with LPAA and then removed from the inventory. Work with OTS staff statewide to tag all property with a cost of $1 ,000 or more and ensure property is entered into the inventory system within 60 days of receipt or acceptance, this process also includes property of $1,000 or less. Enter Transfer Request for surplus property the agency no longer needs or uses. Schedule pick up or delivery of surplus property with LP AA. Enter and update property location codes used for inventory. Create procedures to Sign in and out OTS laptop computers to employees. Send tagged property information to the OTS Budget Office. Send surplus property information to the OTS Budget Office. Work with all departments to determine if we can repair an item or if we need to replace an item.
20% OTS Records Retention Management - Work with all OTS departments to ensure that the OTS has record retention schedules on file with Secretary of State. Receive record destruction requests from OTS departments to have files shredded. Complies Records Destruction Form and sends to Secretary of State Office for approval. Receive approval from Secretary of State and issues the approval for employees to shred files approved for destruction. Receive requests to have files microfilmed. Schedule with Secretary of State to have the files microfilmed. Oversee the files being picked up by Secretary of State for microfilming. Reconcile bills from Secretary of State for microfilming of files. Approve bills from Secretary of State microfilming for payment. Receive and direct microfilm coming in from Secretary of State to the proper departments.
15% OTS Safety and Loss Prevention Officer - Review and update the OTS Safety and Loss Prevention Manual. Ensure that quarterly Safety inspections of the OTS facility are conducted to ensure the safety of the OTS employees, public and facility. Report or correct any unsafe conditions. Documents Fire Drills. During Fire Alarms, perform a walkthrough of OTS, check all departments, break room, restrooms and conference rooms to ensure the safety of everyone. Perform Self Audits as required by ORM. Submit quarterly Exposure Reports to ORM online. Receive accident reports and conduct an investigation into the accident. Investigate to determine the true cause of the accident and if there was an unsafe condition. Work with other OTS department Directors to ensure that all departments are following the OTS Safety and Loss Prevention Manual.
5% Other duties as needed and/or directed by State CIO or his designee.