- Creates and maintains a system of tracking and management of the agency’s armory rental system, including start/end dates, renewal periods if applicable, and the collection of rental fees.
- Coordinates with both the Controller and General Counsel on approval, policy, and legal issues that may arise in the execution and administration of revenue-generating agreements
- Research and evaluate provisional renters and associated documentation, including applicable permits, licenses, and insurance information
- Analyze and assist the agency in granting a rental request and ensures all required documentation is provided
- Assists with investigations related to armory rental scenarios, including fiscal and non-payment issues, bounced checks, etc.
- Follows up with appropriate State directorate (Legal, Facilities, Controller, and/or Contracting) on issues of interpretation of agency policy, particularly regulation 210-1.
- Coordinates with armory managers, assigned units, and other armory personnel to ensure that the provisions of regulation 210-1 (Local Armory Management) are reinforced, being followed and enforced.
- Works from a suspense file to ensure that armory rental documentation is collected timely and that decisions to allow or deny an armory rentals are made in a timely fashion
- Trains other personnel throughout the agency on the provisions and execution of the 210-1 or other SOPs applicable to armory rentals
- Collects and coordinates wage claims, LAB travel management, and other fiscal documents related to armory rentals with the accounting section, with a focus on efficiency and expediency for payment of appropriate claims or the collection of outstanding debts
- Reviews purchases made by physical plant directors with state-issued credit cards to ensure accuracy and adherence to spending limitations instituted by the agency
- Collects and maintains data, such as locality codes and receipts of purchase, related to credit card purchases made by physical plant directors
- Coordinates with Facilities Director to maintain a general list of acceptable items acquired with credit card purchasing capabilities
- Coordinates with the agency’s Asset Manager on purchases made with credit cards to ensure appropriate tracking and accountability is applied to those items
- Other duties as assigned, including special projects
- Four (4) years’ work experience in administrative support and management, contract management, accounting and fiscal administration
- Prior work experience in a military organization
- Prior work experience in contracting, procurement, accounts receivable, and other associated fields
- Must clear a U.S. Army National Agency background check in order to receive a Common Access Card (CAC) to access military computers, networks, and the Army RCAS database
- Knowledge of military missions, organizations, command structure, protocol and terminology preferred
- Broad knowledge of the theories, principles, practices, and methodology of administrative management
- Broad knowledge of state government administrative structure with extensive knowledge and experience of its policies and procedures
- Ability to be creative in developing alternative methods to meet agency needs
- Ability to comprehend, analyze, interpret, and correlate technical material
- Ability to anticipate problems and initiate corrective action
- Ability to research, abstract, and summarize technical information
- Possesses problem-solving capability
- Can develop and maintain effective, cooperative, and productive workplace relationships
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