OMMA Administrative Assistant

Recruitment #220106-E17B-05

Introduction

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.

 

 

The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. We value respect, collaboration, and service.

OSDH is seeking a full time Administrative Assistant providing support to Oklahoma Medical Marijuana Authority. This is a state employee position 3400 4339. governed by the Civil Service Rules, located in Oklahoma City, Oklahoma. OSDH offers a comprehensive Benefits Package, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.  For more information about the benefit allowance, follow this link  Plan Year 2022. The annual salary for this position is up to $43,000.00 based on education and experience.

Position Summary:
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
• Review data and make 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 Knowledge, Skills and Abilities:
• 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 relayed 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.

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.


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.