Administrative Support Definitions
Asset Inventory - All ADOT capital or capitalized equipment (as defined by ADOT’s Policy
and Procedures) must be inventoried and tracked. This process is coordinated
for MPD and managed by the Administrative Section.
Audit Information - The
Administrative Section tracks the receipt of the required single audit
reports from the MPO’s and COGs and keeps copies on file for Division
use. The Administrative Section can also order an Ad Hoc audit or review
of financial activity on a project and work with ADOT’s Audit and Analysis
section. The Administrative Section also performs mini-audits of purchase
order/consultant projects when needed.
BTS Completion and Amendments - Every two weeks payroll including exceptions are entered into the Time and Attendance
system for the MPD employees.
Budget Updates - The Administrative
Section provides budget and financial history for MPD program and projects.
Computer Access (Set up) – The Admin Section is responsible for preparing and processing the necessary
paperwork for MPD employee’s requiring computer access, canceling access,
Consultant and Vendor Payments – Consultant and Vendor payments are processed for payment through the
Administrative Section of MPD.
Contract/Non-Contract Procurement – All MPD purchases need to by approved by the Administration manager to determine appropoiatness and availability of funding.
Procurement Quotes – a Project
Manager may obtain their own quotes (following procurement guidelines)
or request administrative staff to obtain the quotes for them.
Crypto Card Access – For
telecommuting purposes, employees are able to connect to ADOT computer
system from their home computer.
Division Record Retention – Storage of old records at state record retention facility.
Employee Benefits Info – Admin Staff is responsible for processing employee benefit paperwork.
Also, informing MPD employees of Insurance Open Enrollment information.
Equipment Check-Out Mgmt & Info – The Admin Section is responsible for maintaining the Equipment Check-Out
Log of MPD equipment.
Financial Analysis - Many MPD programs and projects span several years, are funded by multiple
funding sources and are complex. The financial staff of the
Administrative Section can create specialized reports and perform financial
analysis for these activities.
Front Desk Reception Activities - The front desk is the point of contact for the MPD Division.
Funding Information - MPD activities are funded in various ways, with numerous funding sources.
Each source requires different eligibility criteria, match ratios etc.
The MPD Administrative Staff can provide funding information, explain
the requirements, and ensure that projects are set up and paid out correctly
according to eligibility factors and match criteria.
Hiring Temporary Staff -
At times it may become necessary or desirable to hire a temporary staff
person. The Administrative Section staff can assist in finding a suitable
hire from the State contracted temp agencies.
Joint Project Agreements -
When it is determined that an activity/project will be most successful
when accomplished or managed by MPD and another entity (Municipal, private,
State agency etc.) a joint project agreement (JPA) is developed between
MPD and the other entity.
Liaison to Financial Management Services – Whether it be to resolve an issue with Accounts Payable, Project Funding/Control,
check on an inventory problem, work with a payroll problem, MPD’s Administrative
Section will be the liaison and work with all areas of ADOT’s Financial
Liaison to Procurement/ECS - Often purchases and contracting issues can become drawn out and convoluted.
MPD’s Administrative Staff works contractual issues with Procurement/ECS to
ensure a successful outcome.
Motor Pool Use Tracking - It is the desire of MPD Management that all costs associated with
a project be tied to that project through the Advantage System as well
as in the Project paper files. Therefore, the Administrative Section
tracks the motor pool charges and assures that these charges are captured
properly in the Advantage system and maintained in the proper project
On-Call Consultant Process - MPD along with ADOT’s Procurement Group has developed a listing
of consultants qualified to do Multimodal Planning and Research
work. A listing of the on-call
consultants is filed in the Administrative Section. The process of initiating
a purchase order, or other procurement document to hire an on call consultant
is started with the Administrative Section.
Travel Arrangements - The
Administrative Assistant can help with making travel arrangements i.e.:
hotel and air reservations and conference or class registration.
Travel Vouchers – The
Admin Section is responsible for the processing of employee travel vouchers
for in/state and out/state travel.
Video* and Teleconferencing Set-Up - When a video* or teleconference meeting is desired the MPD staff can
assist in setting up the teleconference line.