Construction Industries Board - Administrative Assistant II - Continuing Education Specialist

State of Oklahoma•Oklahoma City, OK

34d

About The Position

Summary: Responsible for all CIB continuing education provider applications and continuing education roster processing. Also responsible for maintaining all course files, maintaining timely and reliable information for continuing education courses, and maintaining/filing of CIB licensee/registrant/endorsee continuing education rosters/documentation. Responsible for being primary back-up to Roofing and Home Inspector Secretary and CIB Customer Assistance Representatives. Performs all other duties as assigned by supervisor or Administrator.

Requirements

Requires knowledge of current office technologies and basic business communications.
Requires ability to independently perform most technical office duties, such as preparing documents, reports, and files; preparing special reports, such as state data reports; interpreting charts and graphs; and preparing reports for dissemination to external sources.
Requires ability to follow oral and written instructions, to communicate effectively both orally and in writing, to type accurately, to responsibly manage cash.
Ability to read, comprehend, and apply various policies and procedures; to understand various agency laws and rules concerning the business operations of the agency; and to be able to apply laws and rules to individual situations.
Must be reliable, consistent, meet deadlines, and follow up regularly on pending matters; and maintain effective working relations with others.
Ability is required to handle confidential work with tact and discretion, and to exercise judgment in interpreting and applying rules or policy.
Ability to exercise good judgment in analyzing situations and making decisions, and to organize and present facts and opinions.
Ability required to establish and maintain effective working relationships with others.
Ability to work under tight deadlines, manage multiple priorities, and train others to fill in when needed.
Requires knowledge of basic research techniques, and current office technologies and business communications.
Ability to physically perform job duties including significant walking, standing, sitting, grabbing, pushing, pulling, and heavy lifting, along with inputting/accessing information via a computer, including substantial desk and computer time.
High School diploma or equivalent.
Two years of technical clerical office experience including data entry, and one year of experience in examining and processing legal business documents.
Two years of customer service experience, or an equivalent combination of education and experience to meet the minimum qualifications.
Intermediate knowledge of relevant software applications including MS Office, email, and internet.
Knowledge of office management systems and administrative procedures.
Must be able to obtain and maintain notary.
Ability to process certified mail.
Demonstrated history of an ability to reliably meet deadlines.

Nice To Haves

Bi-lingual capabilities a plus.
Experience with reviewing corporate documents, legal documents, by-laws, articles of incorporation for requirements, and other forms of official governmental/state records.

Responsibilities

Receive and review from all continuing education providers, applications for proposed continuing education courses for all trades and license/registration/endorsee types. Communicate with continuing education providers regarding any application changes necessary for trade committee review submission. Once application meets CIB standards, forward continuing education course applications to trade supervisor for approval. Once trade supervisor has approved the CEU application, forward the continuing education application to the appropriate trade secretary for trade committee consideration.
Enter into CIB CEU database, continuing education course applications that are approved by their trade committee. Issue course ID number. Send approval letter to CEU provider, along with sign-in sheets.
Denied CEU courses - send rejection letter to provider with reason for denial.
Make folders for each continuing education course.
Enter & process onto CIB licensee/registrant/endorsee licensing software record, all CIB trade documented continuing education courses taken by all CIB trade licensee/registrants/endorsees, received from continuing education providers, CIB licensee/registrants/endorsees, or any other credible sources.
Filing of all continuing education paperwork, both for licensee/registrant/endorsee records, and continuing education provider records.
Serves as primary back-up to Roofing and Home Inspector Secretary (performs all job functions). Assists customers in-office and on the phone, process applications, and all other Roofing/Home Inspection duties. Must learn and be able to perform all Roofing/Home Inspector Secretary job duties/functions.
Serves as primary back-up Customer Assistance Representative to Customer Assistance Representatives (performs all job functions for front office staff): responds to all incoming agency telephone calls (multiple busy phone lines), assisting customers, receipting and verifying cash, and balancing and reconciling daily business transactions including preparing/generating and submitting a daily accurate deposit. Assists front desk staff with daily preparation and submission of mail-back applications. Provides exemplary customer service to all walk-in customers, assisting customers with applications, payment, licensing/agency policy questions, advice, etc., receipts, opens, sorts, and distributes all incoming mail. Sign for packages, assuring that the CIB has received all packages for which we sign as delivered. Open and stamp mail. Must be able to learn and perform all duties as primary back-up to Customer Assistance Representatives.
Responds to all incoming agency telephone calls (Multiple busy phone lines).
Assists other administrative staff when duties are completed, or as needed/required by the agency as assigned by the Office Manager, Administrator, or staff supervisor on duty (apprentice applications, bonds and insurance, processing trade renewals/applications, and any other duties assigned by Office Manager, Administrator, or staff supervisor on duty).
Filing of agency paperwork.
Demonstrates attitude of support and cooperation to CIB Board, CIB Staff, industry partners, and customers while maintaining professional manner in dress, speech, actions and attitude at all times.
All other duties as assigned.