Administrative Professional 3 (PN 20015031)

State of Ohio • Columbus, OH

11h

About The Position

The Bureau of Regulatory Operations is to fill the Administrative Professional 3 position where your organizational expertise, analytical skills and attention to detail directly support critical programs and operational excellence. Duties include: Administrative and Program Support: Provide administrative and non-routine secretarial support to program leadership and fiscal management. Draft, review and respond to complex and confidential correspondence, reports and inquiries. Coordinate meetings, schedules, and training logistics for staff and stakeholders. Serves as liaison between supervisors, program staff and vendors, agencies and the public. Respond to internal and external inquiries regarding licensing, certifications and program operations Coordinate information collection across departments and agencies. Relay telecommunication needs, troubleshoot basic issues and maintain contact list. Fiscal and Purchasing Operations: Prepare, review and process purchase orders, invoices, refunds and payment documentation. Maintain fiscal records, purchasing trackers, and expenditure reports. Monitor and authorizes expenditures when appropriate and assists with travel expense processing and projections. Coordinate acquisition and maintenance of office and business equipment. Compliance, Audits and Process Improvement\: Conduct administrative and program process reviews to ensure compliance with state and federal rules and regulations. Analyze policies and procedures, recommend improvements and assist in implementing updated workflows. Support licensing audits, invoicing reviews, and tracking activities to maintain regulatory accuracy. Data Management and Reporting: Maintain personnel staffing spreadsheets, coding updates and electronic records Generate, update and summarize operational, productivity and fiscal reports. Manage documents control, retention schedules and electronic forms. Technology and Systems Support\: Utilize office software and data systems to create, edit, and manage documents and reports. Assist with interactive forms, web updates, and research tasks supporting bureau initiatives. Support data entry and maintenance with licensing and certification systems. At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees. For a list of all the State of Ohio Benefits, visit our Total Rewards website ! Our benefits package includes: Medical Coverage Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period Paid time off, including vacation, personal, sick leave and 11 paid holidays per year Childbirth, Adoption, and Foster Care leave Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more) Public Retirement Systems ( such as OPERS, STRS, SERS, and HPRS ) & Optional Deferred Compensation ( Ohio Deferred Compensation ) Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

Requirements

• 30 mos. exp. or 30 mos. trg. in secretarial/administrative professional field.
• Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college AND 12 mos. exp. in secretarial/administrative professional field.
• 12 mos. exp. as Administrative Professional 2, 16872.
• Equivalent of Minimum Class Qualifications For Employment noted above.

Nice To Haves

• Associates or advanced degree in business office administration or secretarial science
• Experience or coursework in regulatory compliance (e.g., organizations/agencies/companies' adherence to laws, rules and regulations relevant to business operations)
• Experience in performing different functions within Excel (e.g., creating tables, charts, sorting or filtering data)
• Experience with state or other accounting software system
• Experience with Microsoft Office Software (e.g., Excel, Word, Outlook, PowerPoint, Access)
• Experience in writing reports or purchase orders, invoices, and/or requests for purchases
• Experience in researching and analyzing data and/or legislation into a comprehensive report
• Experience with writing and/or assisting with travel reports and/or authorizations (e.g., airline tickets and/or travel packets)
• Experience with solution-based problem solving (e.g., fixing recurring errors/managing workload with limited resources/ adapting to policy changes/resolving team conflict/streamlining processes)
• Experience with interpreting program policies and procedures
• Experience with communicating effectively and efficiently verbally and/or in writing.
• Experience working in a fast-paced environment or multitasking and/or paying attention to details

Responsibilities

• Provide administrative and non-routine secretarial support to program leadership and fiscal management.
• Draft, review and respond to complex and confidential correspondence, reports and inquiries.
• Coordinate meetings, schedules, and training logistics for staff and stakeholders.
• Serves as liaison between supervisors, program staff and vendors, agencies and the public.
• Respond to internal and external inquiries regarding licensing, certifications and program operations
• Coordinate information collection across departments and agencies.
• Relay telecommunication needs, troubleshoot basic issues and maintain contact list.
• Prepare, review and process purchase orders, invoices, refunds and payment documentation.
• Maintain fiscal records, purchasing trackers, and expenditure reports.
• Monitor and authorizes expenditures when appropriate and assists with travel expense processing and projections.
• Coordinate acquisition and maintenance of office and business equipment.
• Conduct administrative and program process reviews to ensure compliance with state and federal rules and regulations.
• Analyze policies and procedures, recommend improvements and assist in implementing updated workflows.
• Support licensing audits, invoicing reviews, and tracking activities to maintain regulatory accuracy.
• Maintain personnel staffing spreadsheets, coding updates and electronic records
• Generate, update and summarize operational, productivity and fiscal reports.
• Manage documents control, retention schedules and electronic forms.
• Utilize office software and data systems to create, edit, and manage documents and reports.
• Assist with interactive forms, web updates, and research tasks supporting bureau initiatives.
• Support data entry and maintenance with licensing and certification systems.

Benefits

• Medical Coverage
• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period
• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year
• Childbirth, Adoption, and Foster Care leave
• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)
• Public Retirement Systems ( such as OPERS, STRS, SERS, and HPRS ) & Optional Deferred Compensation ( Ohio Deferred Compensation )

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree