Administrative Programs Officer II

Recruitment #220528-E12B-10

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 Program Officer II providing support to the Oklahoma State Department of Health. This is a state employee position PIN 34004077 governed by the Civil Service Rules, in state government 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 $50,000.00 based on education and experience

Position Summary:
The purpose of this position is to provide professional level work in managing, coordinating or directing a major phase of a comprehensive or specialized operating program, providing staff services in various management areas, direction of a major operating division, program, unit, or functional area, or similar responsibilities. This includes serving as an operating program manager assigned administrative, staff, or program responsibilities, coordination, promotion, and improvement of programs, providing services in the areas of formulating agency policies or operating procedures, preparing agency budgets, fiscal management, human resources administration, physical plant operations, or other management functions, supervising specialized agency services, performing highly technical managerial or administrative support duties for executive level positions, or directing and coordinating volunteer or educational programs, and other comparable responsibilities. The position provides feedback and reports for budgetary expenses. In order to provide the services outlined by the federal grant, the Community Development Services must have administrative professionals to ensure the implementation of grant objectives, activities and deliverables at the state and local levels.

Position Responsibilities /Essential Functions:
•Contract Development – Work with OSDH staff and external partners to develop grant-funded contracts/renewals/ITBs/RFPs for contracts according to the approved grant notice of award. This includes but is not limited to developing scopes of work, scoring tools for ITBs, and transmittals as well as obtaining the necessary approvals for contracts/renewals. As needed, work with appropriate OSDH staff to ensure the risk assessment is completed in order to develop the monitoring plan. Work with the OSDH Auditors to ensure compliance.
•Contract Monitoring – Monitor contracts according to the CMAD Manual and the contract-monitoring plan. Assist the contractor with complying with the terms and conditions of the contract and applicable laws and regulations; preventing non-compliance by identifying and resolving potential problems by providing consultation and technical assistance. Maintain contract documentation. Review invoices and verify delivery of services. Process invoices within 10 working days of receipt unless additional documentation or corrections are requested. Review the monthly progress reports submitted by the contractor to ensure contract requirements are upheld. Work with the contractor, Budget and Funding, and Procurement to complete budget revisions and contract modifications. Complete site visits as needed.
•Technical Assistance – Assist contractors with complying with the terms and conditions of the contract and applicable laws and regulations; preventing non-compliance by identifying and resolving potential problems through consultation and technical assistance. Attend meetings to assist the contractor with any contractual issues that may arise. Maintain clear and effective communication with contractors on a regular basis and demonstrate good customer service skills. Provide feedback to the Business Manager on grant applications, budget revisions and reports.
•Prepares administrative, statistical and/or fiscal documents pertaining to departmental activity.
•Coordinate and maintain records according to agency and program area records management and disposition requirements.
•Performs program planning, development and evaluation activities, and organizing and coordinating program services and activities. 
•Communicate effectively and exercise good judgment in analyzing situations and making decisions. 
•Develops, manages, and evaluates all contracts within the scope and requirements of federal grant funding.
•Develops, coordinates, and monitors all procurement documents for the CDS, such as purchase requests, transmittals, requisitions, scopes of work, invitations to bid, requests for proposals, and sole source affidavits.
•Serves as the contract monitor on all CDS contracts and performs all related duties, including maintaining thorough documentation and conducting site visits, performance reviews, and evaluations.
•Assists contractors with understanding and complying with the terms of the contract; develops and manages all necessary modifications, budget revisions, and renewals.
•Reviews and approves all invoices received for payment to ensure accuracy and completeness; verifies that expenses are allowable and reimbursable.
•Monitors compliance with applicable federal and state laws, regulations, and policies on contracting and purchasing; agency purchasing policies and procedures; applicable audit findings; and CDS grant requirements and timelines.
•Serves as one of the principal CDS staff advisor on policies and procedures related to acquiring the products/services/resources needed to meet programmatic objectives, and provides the coordination and technical/administrative support necessary to achieve objectives.
•Assists the Director of OMHHE in monitoring budgets, expenditure reports, and encumbrance reports; reviews time and effort validation reports.
•Provides information to the public on departmental rules, regulations and laws governing the operation of the program.
•Anticipates the needs of Office of Minority Health and Health Equity and advises supervisor of program area concerns and needs.
•Investigate and solve problems for supervisor’s consideration.

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:
•Knowledge of the principles of business or public administration; federal and state laws and regulations relating to grant administration, accounting, contracting, and purchasing; processes for the procurement of a variety of goods and services; maintenance of complex and confidential records; supervisory principles and practices; business communications including grammar, punctuation, and spelling; and business mathematics.
•Ability to plan, coordinate, and track multiple ongoing projects; establish and maintain effective working relationships with others; communicate very effectively both orally and in writing; interpret, analyze, and resolve administrative matters in accordance with agency policy; exercise good judgment in analyzing situations and making decisions; and review and analyze financial data.
•Demonstrate very strong skills in organization and documentation, problem solving, and computer operation, particularly Microsoft Word, Excel, and Outlook

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, sit, walk, stoop, lift, bend, push and reach with hands and arms.  This position requires long period of sitting and daily use of computer and phone. Travel may include traveling during inclement weather. Ability to drive for hours at a time.

MINIMUM QUALIFICATIONS

Education and Experience:
Requirements consist of Bachelor’s degree or 5 years of professional or technical administrative experience in business or public administration; or an equivalent combination of education and experience.

*Technical administrative experience would include highly complex clerical work gained under the direct supervision of a professional supervisor or manager.

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.