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Team management
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Bachelor's degree
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Job details
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Pay
$46,146.72 - $69,221.28 a year
Job type
Full-time
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Job address
275 East Main Street, Frankfort, KY 40601
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Advertisement Closes
7/26/2025 (8:00 PM EDT)
25-04170
Administrative Supervisor
Pay Grade
15
Salary
$46,146.72 - $69,221.28 Annually
Employment Type
EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK
Click here for more details on state employment.
Hiring Agency
Cabinet for Health Family Services | Office of the Secretary
Location
275 E Main St
Frankfort, KY 40621 USA
The agency may authorize the selected candidate to telecommute. The agency may terminate or modify the telecommuting arrangement at any time.
Description
Are you ready to lead a dedicated team of procurement professionals and make a direct impact on the well-being of Kentuckians? The Cabinet for Health and Family Services (CHFS) is seeking an experienced and dynamic Administrative Section Supervisor to join our Division of Procurement and Grant Oversight (DPGO) under the Personal Service Contract (PSC)/Memoranda of Agreement (MOA) Branch. As an Administrative Section Supervisor, you will play a key role in supporting the mission of CHFS, which is to deliver quality services that enhance the health, safety, and well-being of all people in the Commonwealth of Kentucky.
About the Division: The Division of Procurement and Grant Oversight (DPGO) is responsible for overseeing all procurement activities within CHFS. This vital team ensures that the Cabinet has the goods and services needed to support its critical programs. DPGO collaborates closely with all departments within the Cabinet, working together to protect and promote the health and welfare of Kentuckians and their communities.
The Personal Service Contract (PSC)/Memorandum of Agreement (MOA) Branch within DPGO is responsible for managing professional service contracts for the Cabinet.
Position Overview: As the Administrative Section Supervisor, you will lead and manage the PSC/MOA Branch, Family Services section, ensuring efficient procurement processes that align with the Cabinet’s strategic goals. You will oversee a talented team of procurement professionals, ensuring that contracts and agreements are executed in compliance with state regulations, policies, and procedures. Your leadership will directly impact the delivery of essential services that improve the lives of individuals and families across Kentucky.
Why Join Us: Be part of a mission-driven organization focused on improving the lives of Kentuckians.
Work in a collaborative and supportive environment.
Opportunities for professional growth and career advancement.
Responsibilities and Duties:
Procurement Administration - Oversee procurement documentation and ensure accuracy, consistency, and compliance.
Maintain and update branch procedures, forms, templates, and guidance across platforms (e.g., SharePoint, Teams).
Prepare detailed reports and correspondence as needed.
Procurement Operations- Manage and review procurement activities and transactions in eMARS and the Cabinet tracking system.
Provide technical assistance and peer review for procurement actions, ensuring timely processing.
Guide staff through complex RFP and procurement processes to ensure full compliance.
Supervision and Staff Management- Supervise staff performance through evaluations, time management, and development plans.
Conduct routine check-ins, maintain documentation, and ensure adequate coverage.
Foster a learning environment and promote accountability and staff growth.
Professional Collaboration and Representation- Represent the Division in meetings and with external stakeholders with professionalism and integrity.
Lead agency procurement meetings, vendor conferences, and training sessions.
Support vendor and agency relationship management and strategic planning.
Training and Development- Provide ongoing training to staff and agencies on procurement laws, policies, and ethics.
Identify and pursue personal and team development opportunities.
Develop and update annual training plans and SMART performance goals.
Compliance and Audit Readiness- Ensure adherence to federal and state laws, grant requirements, and internal policies.
Support open records and audit responses through accurate documentation and research.
Participate in internal audits and implement corrective actions.
Strategic Projects and Continuous Improvement- Contribute to strategic planning efforts including SWOT analysis, goal setting, and project implementation.
Monitor improvement opportunities and communicate challenges to management.
Support division-wide initiatives and collaborate on cross-functional projects.
Reporting and Performance Monitoring - Utilize tools (e.g., PPATS, eMARS, KHRIS) to track procurement activities and branch performance.
Monitor workload distribution, deadlines, and project progress.
The ideal applicant would have the following knowledge, skills, or abilities:
Strong leadership and communication skills, with a proven ability to manage teams and collaborate with internal and external stakeholders.
Experience using eMARS is a plus.
Knowledge of contract management principles, RFP development, and vendor relations.
Excellent problem-solving abilities and attention to detail.
Excellent verbal and written communication skills.
Excellent written and verbal communication skills for reports, correspondence, and presentations.
Advanced analytical and problem-solving skills, especially for complex procurements and compliance challenges.
Impeccable ethical standards.
Excellent organizational skills.
Ability to manage complex tasks and projects.
Ability to manage multiple priorities and meet tight deadlines with accuracy.
CHFS participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in U.S. CHFS will only use E-Verify once you have accepted a job offer and completed the Form I-9.
For more information on E-Verify, or if you believe that CHFS has violated its E- Verify responsibilities, please contact Department of Homeland Security (DHS) at 888-897-7781 or https://dhs.gov/e-verify
Minimum Requirements
EDUCATION: Graduate of a college or university with a bachelor's degree.
EXPERIENCE, TRAINING, OR SKILLS: Four years of professional administrative experience.
Substitute EDUCATION for EXPERIENCE: A master's degree in public or business administration or a related field will substitute for one year of the required experience.
Substitute EXPERIENCE for EDUCATION: Additional administrative, business or research experience will substitute for the required education on a year-for-year basis.
SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE
Working Conditions
Incumbents working in this job title primarily perform duties in an office setting.
Probationary Period
This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.
If you have questions about this advertisement, please contact Bobbie Davis at bobbie.davis@ky.gov or 502-229-7219.
An Equal Opportunity Employer M/F/D
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