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, etc.

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 Management Services.

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 file.

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.