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Administrative Assistant I

Recruitment #180712-E17A-I62

Introduction

This position is located in the Criminal History Management Unit (CHMU) within the Information Services Division in Oklahoma City.

MAJOR WORK DUTIES:
1.Provides criminal history records and other documentation to the OSBI Legal Department for purposes of determining individuals’ qualification for expungement of criminal history information.  Documentation is reviewed for completion, certification, and accuracy.  Criminal information is sealed or removed from state and federal data bases, as ordered.  Maintains a secure expungement spreadsheet, images documents, and maintains physical and electronic files of a complex and confidential nature.  Process is completed pursuant to all laws governing the protection of expunged records.

2.Maintains manual files, as well as the imaging database for processed civilian applicant fingerprint cards, for purposes of billing agencies for provided services.  Conducts Sex Offender and Violent Offender Checks and reports those results to requesting agencies. 

3.Completes the Bi-Annual FBI Triple I Sync reports.  Compares the OSBI and FBI criminal history databases and researches identified discrepancies.  Generates written communication for purposes of correcting errors identified in the federal database and/or personally updates identified errors in both the state and federal databases. 

4.Serves as state liaison for NCPA/VCA AmeriCorps Program.  Includes the review of required documentation and approval of qualified entities, maintenance of all records relating to the process, and processing of fingerprint cards submitted.  Advises customers on departmental and program rules, regulations and laws, which govern the process.  Maintains training materials and provides training as needed.

5.Manages the Purpose Code X process, according to federal guidelines.  Logs name-based background checks requested for purposes of placing children with individuals in exigent circumstances.  Communicates with DHS to ascertain that fingerprint cards are submitted on those individuals within 15 days of the original name-based checks pursuant to federal law.  Compliance and instances of non-compliance are logged and reported to DHS.  Statistical information relating to the process is also logged and reported. 

6.Reconciles data received from law enforcement agencies regarding arrest information submitted on fingerprint cards.  Researches information provided, interprets state statutes, and makes decisions with regard to identified discrepancies; corrects any erroneous information.  Includes access to multiple databases, as well as contact with law enforcement agencies throughout the state by phone, fax, email, and/or mail.

7.Completes research for purposes of automating criminal history records, as requested by individuals, businesses, law enforcement agencies, and OSBI’s Communications Unit.  Reviews all information stored physically and electronically in the OSBI’s database, Triple I records, and other databases such as OSCN, ODCR, and the Department of Corrections.  Updates records to the fullest extent possible, removes and seals juvenile and/or expunged information if appropriate, and disseminates criminal history records as dictated by law.

8.Assists in the daily operations involved with the maintenance of the state’s criminal history database and the dissemination of its criminal history records.  Processes criminal and civilian fingerprint cards, received electronically and manually, from law enforcement and non-criminal justice agencies throughout the state, in accordance with state law.  Researches all accessible databases, at the city, county, state and federal levels, retrieves the necessary data for updating and maintaining criminal records, to include demographic information, offenses, correctional and custodial data.  Accesses multiple database systems that have direct access to state and federal criminal history record information, communicates directly with law enforcement and non-criminal justice agency personnel.  Interprets coded and un-coded source documents, reviews data, makes complex decisions, and enters corrections and/or updates accordingly, based on state statutes and federal laws, as well as agency and unit procedures and policies.  Images documentation used for updating of the Computerized Criminal History System.

9.Provides services to the public regarding questions or updates to their criminal history records.  Advises customers on departmental and program rules and procedures. 

Successful applicants must be willing to submit to a drug screen, polygraph examination, psychological evaluation (commissioned positions only), and a thorough background investigation.  Certain events automatically disqualify an applicant, such as, felony conviction; admission of an undetected crime that, if known, would have been a felony charge; failure to pay federal or state income tax; positive confirmed drug urine test; illegal use of a controlled substance within certain time frames.

BASIC PURPOSE

Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official.  This may include supervising an administrative or clerical unit, responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities.  It may also include responsibility for supervising an assigned staff of administrative technicians in performing duties involving the processing of applications for various types of permits or licenses, maintaining various records, preparing correspondence or other materials, and similar activities.

LEVEL DESCRIPTORS

The Administrative Assistant job family consists of two levels, which are distinguished, based on the level of complexity of specific job assignments, the extent of responsibility assigned, and the level of expertise required for the completion of assigned projects.

Level  I:    
This is the career level where duties and responsibilities will be performed at all levels of complexity.  Employees may supervise others.

MINIMUM QUALIFICATIONS

Level I:  
Education and Experience requirements at this level consist of four years of technical clerical office work or an equivalent combination of education and experience.

NOTES

Please read instructions carefully and include all required documents when you submit your application.

No additional information will be accepted after the application has been submitted.



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