OVERVIEW OF ATHENA:
ATHENA Consulting is an award-winning staffing firm serving state and local governments. Our mission is to make lives better! We make our Clients’ Lives Easier by engaging and supporting our clients and partnering with them to be the most knowledgeable staffing partner. We make our Employees’ Lives Better by identifying and cultivating their talents and matching these talents with our customers’ needs. ATHENA places a high value on customer service, accountability and getting the job done.
POSITION SUMMARY:
We are currently recruiting for an Administrative Assistant to support critical fiscal and accounting operations for the MDOT State Highway Administration (SHA) – Office of Finance (OOF). The Administrative Assistant role supports essential financial, payroll, procurement, and administrative processes that require accuracy, discretion, and knowledge of fiscal transactions and public-sector regulations, and related duties as assigned. This FULL TIME position starts at $16.15 per hour and is located in Baltimore, Maryland.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Serve as the sole EPICS initiator for all Office of Finance invoices, ensuring accuracy and compliance with MDOT fiscal and procurement regulations.
- Support procurement rules and regulations, including Small Procurement requirements.
- Process fiscal transactions in EPICS, including purchase requisitions and purchase orders.
- Purchase goods and services using the Corporate Purchasing Card, including obtaining quotations for approved requests.
- Establish purchase orders in EPICS, requiring knowledge of account coding, fiscal transaction processing rules, and budget procedures.
- Manage the payroll and employee expense check replacement process for SHA and all MDOT Modals, including MDTA.
- Distribute payroll journals to all MDOT Modals and MDTA for required review, signature, and return.
- Distribute leave journals to SHA offices and districts senior management.
- Maintain, update, and track financial signature authorization forms for all SHA offices and districts.
- Request and coordinate annual authorized signature renewals across SHA offices and districts.
- Support the Cashier’s Office as needed with finance-related administrative tasks.
- Maintain control of the office supply cabinet, ensuring timely ordering and availability of materials.
- Manage and coordinate phones for all Office of Finance management, ensuring proper coverage and routing.
- Coordinate meeting and conference room scheduling for OOF management, including logistics and support.
- Maintain organized records and documentation related to fiscal and administrative activities.
- Ensure compliance with MDOT policies, procedures, and documentation standards.
- Participate in staff meetings and attend other meetings or seminars as assigned.
- Recommend improvements to fiscal and administrative processes to enhance efficiency and compliance.
- Efficiently perform assigned duties while working collaboratively within the division and agency.
- Perform other related duties as assigned.
Skills/Abilities:
- Strong knowledge of fiscal transactions, accounting procedures, payroll processes, and procurement rules.
- High attention to detail and accuracy in financial documentation and recordkeeping.
- Proficiency in EPICS or similar financial and procurement systems.
- Understanding of Small Procurement and public-sector purchasing regulations.
- Ability to manage confidential payroll and employee financial information with discretion.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Proficiency in Microsoft Word, Excel, and Outlook.
- Strong written and verbal communication skills.
- Ability to work independently while coordinating across MDOT Modals, MDTA, and SHA offices.
- Ability to interpret and apply fiscal policies, procedures, and regulatory requirements.
- Strong customer service and professionalism when supporting leadership and internal stakeholders.
Education and Experience:
- Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, or a related field preferred, or equivalent relevant work experience.
- Experience supporting fiscal, accounting, payroll, or procurement operations preferred.
- Experience in government or public-sector financial administration strongly preferred.
- Familiarity with EPICS, payroll journals, procurement cards, or cashiering functions is a plus.
Physical Requirements:
- Tasks require the ability to exert very moderate physical effort in light work.
- Some combination of stooping, kneeling, crouching and crawling
- Some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (10- 20 pounds).
- Standard hours of work Monday through Friday, 8:00 am – 4:30 pm
Successful ATHENA employees will display the following characteristics:
- You strive to be the best in your field currently and in the future.
- You like to make your employer look good.
- You find solutions, where others only see problems.
- You are proactive, you make and meet commitments, and you perform your duties exceedingly well.
- You are aware of the employer’s needs at all times and are well-versed in what you personally and ATHENA can offer them as a whole.
- You have the ability to work with diverse, integrated, deliverable-driven teams to accomplish the larger mission.
The benefits of working for ATHENA include:
- Support from a team of professionals committed to making your life better.
- Medical, dental and vision insurance.
- Medical and dependent flexible spending account.
- Pet insurance.
- Mass transportation benefit for the Maryland and Washington, D.C. area.
- 401k with a generous employer match.
- Easy to use employee self-serve HR portal..
#ATHENAJOBS-Mid
Job Type: Full-time
Pay: $16.15 per hour
Expected hours: 40 per week
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
