Laboratory Units - Administrative Office Support Unit

The Administrative Office Support personnel performs a variety of activities to assist the Material's Administrator, Managers and the entire Materials and Testing Section.  The unit is responsible for functions in the area of Administration, Personnel, Fiscal, Procurement, Property Control, and General Office Tasks.

Administrative Assistant functions performed by this unit includes all minor administrative and non-technical functions to ensure the efficient flow of tasks.  Coordinates and prioritizes specific administrative task to be performed by Engineers, or other Material Lab personnel.  Prioritizes documents for the Material's Engineer Administrator, handles correspondence to be routed and mailed to other areas.  Receives and routes phone calls and messages, sets meeting dates and locations.  Handles conference registrations and travel arrangements, including car rentals.  Completes travel authorization documentation for approval.  Processes payrolls for the Administrative Unit employees.  Provides customer service to all visitors at the Materials and Testing Section.

Office Management functions performed by this unit includes all details related to Fiscal, Budget, Procurement, Property Control, Human Resources, Payroll, and Accounts Payables.  Manages the Material's Section fiscal documents to ensure compliance with the Department's rules and regulations involving the annual budget, including the monitoring of all monies, initiates all shopping carts, purchase orders and petty cash reimbursements and vendor payments relating to daily business activities.  Coordinates Property Control inventory for unnumbered equipment, including assigning property control numbers and preparing all documentation for the transfers, surplus and disposal of items.  Processes documentation for personnel actions required by Human Resources and maintains files for the Material's personnel matters.  Processes all payroll related actions including timekeeping, schedule substitutions, adjustment forms, creating reports, auditing time sheets,  payroll deadline compliance and assisting employees with payroll related matters.  Ensures the procurement of goods and services are in accordance with state laws and Division of Administration and DOTD policies and procedures.