Administrative Assistant II

Job Posting Title

Administrative Assistant II

Agency

340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization

340 HRDS

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

May 17, 2023

Full/Part-Time

Full time

Job Type

Regular

Compensation

The salary for this position is up to $45,100 based on education and experience.

Job Description

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 II providing support to Health Resources Development Service. This is a state employee position  34000117 governed by the Civil Service Rules, located in Oklahoma City, Oklahoma. OSDH offers a comprehensive Benefits packet, including a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.  The annual salary for this position is up to $45,100.00, based on education and experience.

Position Summary:

Positions in this job family are assigned responsibilities for providing administrative support for program area and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official. It includes 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

The functions within this job family will vary by level, but may include the following:

• Review, approve, or disapprove licensure applications for adult day care, residential care, and assisted living centers within 30 days after receipt of application.
• Collect and validate psychiatric hospital occupancy data.
• Comply and complete various reports (The Notice, Occupancy, OHCA reports, and weekly Licensure reports).
• Prepping, scanning, and auditing of files.
• Trains other staff
• Assigns projects to staff as needed; develops and places in operation special procedures.
• Initiates correspondence requiring knowledge of agency or program procedures and policies.
• Develops and maintains confidential or complex files.
• Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
• 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.
• Coordinates activities with internal and external customers.
• May establish educational and/or training programs.
• Interviews callers, arranges appointments, and handles office details.
• Enters and retrieves information using Personal Computer or other data processing equipment and receives and reviews coded and uncoded source documents; reviews data and makes routine corrections.
• Other duties as assigned. 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.

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.

Education Requirements

Five years of technical clerical office work or an equivalent combination of education and experience.

Valued Knowledge, Skills, & Abilities

Knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs. Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

Preferred Qualifications

Preference may be given to candidates with experience using the database ACO, and software systems such as AppXtender, Grooper, and Smartsheet.

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.

APPLICATION 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.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on ‘Find Jobs-Internal State of Oklahoma’.