Administrative Coordinator

Recruitment #220525-E12A-44

Introduction

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 Coordinator  providing support to Protective Health Services. This is a state employee position PIN 34000240 governed by the Civil Service Rules, in state government located in Oklahoma City,. OSDH offers a comprehensive Benefits packet, 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 $50,000.00, based on education and experience.

Position Summary:
Coordinates the activities of Protective Health Services (PHS) to include budgetary, administrative and support service activities for the four (4) PHS service areas. This includes establishing and maintaining agency and personnel policy and procedures, financial processes, agency purchasing forms, travel procedures, business processes, and other related activities.

Position Responsibilities /Essential Functions:
•Serves as the PHS Administrative Office Coordinator
•Plans, organizes and coordinates PHS administrative and financial functions
•Establishes, tracks and improves the coordination of personnel, financial data tracking, travel requests, inventory and other administrative processes for PHS
•Screens telephone calls, providing information as needed or referring callers to the appropriate areas
•Responsible for producing administrative reports and verifying financial documents
•Produces materials required for meetings, approvals, and reports
•Receives and routes program invoices, billing, and purchase requests
•Coordinates financial correspondence routing, signature request items, files, and calendar scheduling
•Attends confidential meetings and prepares minutes for executive, senior management, and other meetings as needed
•Meets regularly with Administrative Budget Officer to assess monthly and special reports, interpret findings, and make recommendations
•Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior
 
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.
•Will maintain a CPO certification in good standing

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Valued Knowledge, Skills and Abilities:
Knowledge of public health practices and issues, specifically maternal and child health issues; methods of organization and management, public administration; supply and procurement laws and regulations; personnel management practices; managerial functions and techniques; and the principles and techniques of supervision. Additionally, knowledge of grant or contract program requirements; federal and state legislative processes; basic research and statistical techniques; and applicable federal and state laws.  Ability is required to maintain and report financial data; to direct and supervise the work of others; to communicate effectively; and to establish and maintain effective working relationships with others.  Software skills to include proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

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 and two years of work experience in public administration, procurement, finance, business administration or management, complex clerical work, or other closely related area. One year of state purchasing or contracting experience, Certified Procurement Officer (CPO) certification, or management experience in a public health agency are preferred. Work experience may be substituted for years of required education; Four years of highly complex clerical office experience.

Preferred Qualifications:
Preference may be given to applicants with contract monitoring 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.