Administrative Assistant II

Recruitment #211020-E17B-59

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 Administrative Assistant II providing support to the Consumer Health Department. This is a classified position (PIN#34002005) in state government, located in Oklahoma City, OK. OSDH offers a comprehensive Benefits Package, including 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 up to $40,803.00, based on education and experience.

Position Description:
This position will provide technical supervision and support to the Consumer Health Service licensing programs to ensure procedures meet the required rules, statutes, and administrative code; this includes the review of applications for completeness based on those rules, correspondence with applicants and licensees on program requirements, tracking and entry of license applications and renewals, processing of refunds, researching insufficient funds or returned mail, submitting and tracking renewals, 30-day late and 90-day late notices, forwarding license issues for enforcement and routine review of rules, forms, and correspondence.  The permit and/or licensing programs for the Occupational Licensing Division include but are not limited to Food, Lodging, Hearing Aid Dealer & Fitter, Registered Sanitarian and Environmental Specialist, Public Bathing Place program, Bedding, Diagnostic X-Ray program, Medical Micropigmentation program, Licensed Genetic Counselor, Tattoo & Body Piercing, Licensed Midwives,  and the Temporary Food License program. 

Cross-training is required to complete these duties and assist in filing, data entry, answering the call center, and public questions, reviewing retention schedules, and preparing documentation for scanning in all Consumer Health Service licensing programs. Upon acquiring specific knowledge for programs, position will be responsible for reviewing, providing input and testing database processes, ensuring license program process are incorporated and functioning properly.

Position Responsibilities/Essential Functions:
The functions within this job family will vary by level and organization, but may include the following:
•Review applications and supporting documentation for completeness according to statute and rules before entering payment and data information into the database. Print and mail out permits/licenses. Maintain and update the database. Review, prepare and mail out monthly renewal notices. Prepare and mail correspondence and agency documents for mailing.  Be familiar with rules and regulations related to the licensure programs to be able to ensure proper adherence with program processes.  Provide input and test database flow, ensuring all bugs are worked out and that all licensing processes are captured in the single database. Initiates correspondence requiring knowledge of agency or program procedures and policies.
•Provide external customer services by communicating with corporate/individual entities by telephone, in-person, email, fax, and written inquiries to address licensure questions/issues and rule/statute concerns/questions/issues. Communicate with internal Consumer Health Service (Occupational Licensing & Consumer Protection) staff and local county health department sanitarians regarding rules, policy, and procedures as well as status of applications.  Develops and maintains confidential or complex files.
•Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
•Organize and coordinate scheduling for advisory council meetings according to the Open Meetings Act; notify attendees and track quorum; post notices, agendas and minutes for public access; draft, prepare and organize agendas, handouts and other meeting documents used for tracking and recording actions; identify and reserve space; update the Secretary of State’s website; prepare and submit travel claims; draft minutes and obtain approval.  Prepares invoices and payments of claims, requisitions, purchase orders and other fiscal duties. Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
•Interviews callers, arranges appointments, and handles office details.
•Enters and retrieves information using Personal Computer or other data processing equipment and receives and reviews data and makes routine corrections.
•Maintain, propose/identify, conduct quality improvement efforts on and update licensing forms and website information for the Consumer Health licensing programs.  Ensure all information is clear, accurate, up-to-date and easily accessible by the public.
•Review and prepare files and documents for scanning into the electronic database.  Properly box files with appropriate retention and disposition labels and documentation.  Review records & documents for retention schedule maintenance and communicate with higher level staff the needs of destruction of certain documents.  Prepare disposition paperwork for destruction of documents when necessary and submit for approval. 
•Other duties as assigned.

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. Applicant must be willing to perform all job-related travel associated with this position.  A valid driver’s license is required. 

 

 

STATE EMPLOYEE INFORMATION

IF YOU ARE A CURRENT OR FORMER PERMANENT, CLASSIFIED STATE EMPLOYEE, PLEASE APPLY TO THE “INTERNAL JOBS” LISTING HERE. DO NOT APPLY VIA THIS RECRUITMENT.

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 II:    
At this level duties and responsibilities will be at all levels of complexity.  Employees will coordinate activities both internal and external to the organization or program and may supervise others in performing various administrative duties or other activities.

MINIMUM QUALIFICATIONS

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

NOTES

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.

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.

Selection Plan

Scores based on:  100% Evaluation of Education and Experience listed on the supplemental questionnaire.

***NOTE:  Names of eligible applicants can be made available to State agencies upon their request, immediately following the closing date and time.