OMMA Administrative Assistant

Recruitment #210621-UNCE-360

Introduction

The Oklahoma State Department of Health (OSDH) is committed to providing quality health services to Oklahoma citizens. The mission of the Department of Health is to promote, protect and improve the health of all Oklahomans through strategies that focus on preventing disease and injuries.

OSDH is seeking a full time OMMA Administrative Assistant providing support to Oklahoma Medical Marijuana Authority. This is an unclassified position in state government, located in Oklahoma City, OK. OSDH offers a comprehensive Benefits Packageincluding a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependentsFor more information about the benefit allowance [click here].The annual salary for this position is between $38,000 - $43,000, based on education and experience.

Position Description:
Position is assigned responsibilities for providing administrative support for OMMA 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.

Position Responsibilities / Essential functions
•Enters and retrieves information using multiple types of computer software and licensing systems
•Reviews documentation, validates application materials and verifies complex documents for accuracy and processes applications; Prepares and submits response to customers
•Develops and organizes reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and follows up on discrepancies
•Assures daily operations procedures are adhered to and licenses are processed from end to end as described by law. Licensing program offers online application process, with various printing capabilities and a business hour call center
•Assist customers and program management with highly confidential licensing and personal matters. Provide customers guidance on applications, rules and procedures
•Must maintain composure with professional level customer service at all times
•Maintains a variety of records such as inventories of supplies and materials, and statements of expenditures
•Reconciles departmental records with central records
•Prepares correspondence, forms and reports
•Ensures IT inventory is updated and correct
•Prepares out of office travel arrangements for staff to include securing approvals and routing appropriately
•Initiates and handles correspondence
•Updates staff on agency or program rules, policies, procedures, or requirements. Performs a variety of sorting and filing tasks
•Answers the phone, takes messages, and disseminates information
•Opens, sorts, distributes, collects, and delivers mail
•Performs a number of tasks such as posting and recording data. Assists customers in securing needed information or helps facilitate a transfer to the appropriate staff
•Enters and retrieves information using Personal Computer or other data processing equipment and Receives and reviews coded and un-coded source documents
•Reviews data and makes routine corrections and runs reports
•Other duties as assigned.
Other Duties
•Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
•Works effectively in team environment, participating and assisting their peers.

Valued Skills and Experience
Requires high level of communication skills using all types of communication methods.

Physical Demands and Work Environment
Work is typically performed in an office setting with a climate-controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms.  This position requires long period of sitting and daily use of computer and phone.

 

 

MINIMUM QUALIFICATIONS

Bachelor’s degree in business administration or related field and 3 years of technical clerical office work; OR an equivalent combination of education and experience.

NOTES

REQUIREMENTS:
If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of interview. 

All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

The OSDH in conjunction with Oklahoma Medical Marijuana Authority - OMMA shall not employ an individual if any of the following circumstances exist:

 

a-The individual has a direct or indirect interest in a licensed medical marijuana business; or

b-The individual or his or her spouse, parent, child, spouse of a child, sibling, or spouse of a sibling has an application for a medical marijuana business license pending before the Department or is a member of the board of directors of a medical marijuana business, or is an individual financially interested in any licensee or medical marijuana business.

FOR ADDITIONAL INFORMATION ABOUT WORKING AT THE OKLAHOMA STATE DEPARTMENT OF HEALTH CLICK HERE

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.

Conclusion

Veteran's Preference Points Apply only for initial appointment in the Classified Service.


Click on a link below to apply for this position:

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View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.