Administrative Programs Manager II

State of Oklahoma•Oklahoma City, OK

1d•$79,639 - $83,831•Onsite

About The Position

This is a specialized, high-level administrative role providing technical support for the CIB Administrator, Office Manager, CIB Board Secretary, and others. The position involves significant responsibilities in HR, personnel, finance, budget, and business administration for the Construction Industries Board. Key duties include shared responsibilities in fiscal management, human resources administration, operational management, and supervision of specialized agency services to ensure efficient agency operations, all under the oversight of the Office Manager. The role provides technical assistance to executive leadership and directs lower-level staff in advanced agency functions, developing strategies, setting priorities, and ensuring compliance with laws and regulations.

Requirements

High School diploma or equivalent.
Bachelor’s degree and two (2) years of professional or technical administrative experience; OR six years of professional or technical administrative experience; OR an equivalent combination of education and experience.
Advanced knowledge of relevant software applications including MS Office, proficiency in use of Excel, graphs and charts, email, and internet.
Good numeracy skills, keyboard skills, and communication skills.
Three (3) years of supervisory experience.
Knowledge of office management systems and administrative procedures.
Knowledge of basic accounting procedures.
Ability to become and maintain Oklahoma Notary.
Experience in State of Oklahoma Government and Peoplesoft Purchasing and Financials and Workday.
Ability to learn & comprehend state laws and regulations relating to the CIB.
Skills and abilities to receive and review corporate documents, legal documents, contracts, other forms of official governmental/state records.
Ability to plan, organize and coordinate meetings and/or trainings.
Ability to communicate agency policies and procedures.
Ability to effectively supervise staff.
Ability to establish and maintain effective working relationships with others.
Excellent verbal and written communication skills, with the ability to communicate clearly, concisely, and professionally.
Strong interpersonal skills and the ability to build professional, collaborative relationships across all agency levels and with external stakeholders.
Ability to provide professional support to field investigators, field supervisors, executives and all other CIB staff.
An ability to follow oral and written instructions and to communicate effectively, both orally and in writing, is also required.
Must be reliable, consistent, meet deadlines, and follow up regularly or pending matters.
Outstanding organizational and leadership skills.
Ability 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 to independently perform high-level technical administrative duties.
Ability to work under tight deadlines, manage multiple priorities, and train others when needed.
Requires knowledge of high-level research techniques, and current office technologies and business communications.
Requires ability to type accurately and responsibly manage cash.
Requires significant walking, standing, grabbing, pushing, and heavy lifting, along with substantial desk and computer time.
Ability to help everyone be more conscientious, respectful, and considerate of co-workers and clients served.
Professional communication by avoiding accusations, criticisms and gossip with co-workers and others about the agency or other employees.
Communication should be handled pursuant to CIB Employee Handbook.
Communication should always be respectful and within your specific core function.
Be a leader in growing a respectful, supportive and productive workplace, while being a cooperative team member when asked to comply with supervisor or manager requests and take responsibility for your attitude.
Exhibit an attitude of mutual respect, courtesy and cooperativeness toward fellow employees and the public.
Be a good team player through being cooperative, reliable, respectful, and supportive in working with others.
Ability to define problems, collect data, establish facts and draw valid conclusions.
Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form.
Ability to exercise sound judgment in analyzing situations and in selecting an effective course of action.
Ability to organize and conduct several activities simultaneously.
Show demonstrated commitment in taking responsibly for and use of good judgment; maintain attention to detail; uphold and practice the code of ethics, employee handbook guidelines, and State/Agency core values; and reasonably determine if a relationship or circumstance would cause a reasonable person with knowledge of the relevant facts to question his or her impartiality in a matter, exercise common sense and good discernment, and take appropriate measures.

Nice To Haves

Demonstrated ability to effectively supervise, mentor, and develop staff through clear communication, professionalism, emotional intelligence, sound judgment, and a collaborative leadership approach.
Experience with reviewing corporate documents, legal documents, contracts, other forms of official governmental/state records.
Time management skills and the ability to prioritize work and multitask.
Data management.
Problem-solving, attention to detail, and accuracy.
Adaptable to complex and high-pressure situations, with strong teamwork skills and the ability to work independently while maintaining accountability and requiring minimal supervision.
Proficiency in public and internal communication skills.
Proficiency in information technology.
Ability to process certified mail.
Demonstrated history of an ability to reliably meet deadlines.

Responsibilities

Provides daily operational and administrative support to the Office Manager in the oversight of office personnel, temporary staff, and field personnel.
Assists with employee relations activities, including addressing routine personnel matters, facilitating conflict resolution, and providing guidance and counseling.
Monitors staff attendance, punctuality, and scheduling to ensure adequate staffing levels and continuity of operations.
Supports the supervision and coordination of time-sensitive office functions to ensure compliance with statutes, rules, policies, and agency procedures.
Assists with employee investigations, fact-finding activities, and related personnel matters.
Formulates, develops, and recommends agency policies and operating procedures for efficient CIB Office administration and workflow, including accounts payable, accounts receivables, billing, purchasing, and general office administration/HR.
Reviews CIB correspondence, agendas, meeting minutes, and forms for accuracy and professionalism.
Serves as supervisor in charge of office staff when the Office Manager is out of office, busy, or on leave.
Ensures timely completion and submission of all HR paperwork to OMES HCM or other entities.
Performs efficient and timely filing of personnel/HR documents and maintains personnel records.
Assists with office staff talent acquisition, including recruiting, selecting, and coordinating interviews of candidates.
Serves as the primary CIB new hire employee liaison, completing new hire paperwork, discussing employment information, office procedures, and coaching.
Manages the employee recognition program for years of service and oversees the application of various benefit programs.
Administers payroll for the agency, ensuring timely processing and submission of paperwork to OMES HCM.
Monitors payrolls for accuracy and resolves any payroll issues.
Maintains accurate leave records and time sheets and resolves any issues with leave balances.
Monitors leave balances for compliance, and audits and manages comp time balances.
Maintains current knowledge of State Personnel policies, procedures, laws, rules, and regulations.
Assists with supervision of the administration of the agency’s personnel program.
Proposes policies and procedures for the agency Personnel and Policy Manual.
Studies legislation, state and federal law, and arbitration decisions to stay educated on HR requirements.
Contributes to the timely, accurate, and compliant preparation, review, and filing of required reports and documentation.
Educates, enrolls, and terminates employees in benefits, and monitors staff enrollment.
Assists staff with medical billing and health insurance issues.
Facilitates employee retirement education, enrollment, and maintenance, and administers processes for retirees.
Maintains current information on state and federal ADA laws, ensuring agency compliance and analyzing/resolving ADA requests.
Receives and manages all workers compensation claims, communicating with OMES Risk Management and insurance adjusters.
Monitors employee absences and information to determine FMLA cases, administering and managing all FMLA paperwork.
Educates employees regarding the EAP program and assists employees with obtaining EAP information.
Serves as liaison to the Office of Management Enterprise Services and all divisions regarding personnel, payroll, insurance, or other personnel operations.
Facilitates training for all IT, safety, HR, benefits, and general training needs for CIB staff.
Reviews and analyzes financial information and conducts cost analysis and financial projections.
Makes recommendations on budget proposals, changes in expenditures, program goals, workloads, staffing patterns, and funds distribution.
Participates in the formulation and implementation of agency policies and standard operating procedures regarding accounts payables, purchasing, and general office business.
Reviews and audits financial documents, spreadsheets, or other CIB documents for accuracy.
Assists with the development and implementation of new or expanded internal budgeting systems, compliance procedures, and other procedures to enhance audit performance and reduce risk.
Assists with planning, organizing, and directing agency business functions.
Assists with maintaining fiscal reporting requirements.
Approves requisitions created by the Business Programs Officer/Assistant or Office Manager in E-Pro.
Manages the entering and processing of SNOW, and/or any other State required tickets/processes to have Purchase Orders revised.
Serves as the primary generator, enterer, and manager of requisitions and purchase orders in the absence of the Business Programs Officer/Assistant.
Serves as the primary back-up for receiving invoices, matching with purchase orders and packing slips, and approving invoices in the absence of the Business Programs Officer/Assistant.
Scans and sends approved invoices to OMES-ABS for payment.
Participates in the state purchasing process, including receiving invoices, approving requisitions in E-Pro, and verifying vendor information.
Manages the entering of supply, computer, and other CIB item orders.
Oversees completion of required annual evaluation for vendors.
Notifies OMES-ABS when old purchase orders can be closed.
Works with Office Manager and Board Secretary to complete agency audits, worker's comp insurance provider, and others.
Approves payment of invoices and payment of travel claims for CIB Staff and Committee members.
Serves as primary back-up travel coordinator in the absence of the Business Programs Officer/Assistant.
Serves as primary back-up to all job duties of the Business Programs Officer/Assistant in their absence.
Serves as primary liaison to the Office of Management and Enterprise Services Agency Business Services Division regarding Accounts Payable.
Prepares pricing/expense analysis and revenue projections for various projects and for strategic decision-making processes.
Creates and/or retrieves all reporting and/or data collection as needed by the CIB Administrator, Office Manager, or CIB Board Secretary.
Obtains vendor quotes for upcoming new fiscal year contracts.
Prepares new fiscal year contract quote information for Office Manager to present to CIB Board for approval.
Assists Business Programs Officer with end of fiscal year activities, including generating internal requisitions and inputting requisitions for upcoming new fiscal year’s purchase orders.
Liaisons with Office of Management Enterprise Services and all divisions regarding payroll, budget, audit, or any other business operation.
Attends meetings, facilitates discussions, and handles project management between agency and affiliates.
Oversees updating and replacing all labor posters and any required postings.
Oversees Business Programs Officer’s activity regarding agency fiscal management, including daily management of funds and cash receipting.
Verifies daily deposits are accurate and have been deposited to OMES ABS, CIB bank, and accepted and posted by OMES ABS.
Assures that all agency receipts are maintained and accounted for.
Serves as primary depositor for overnight CC/ACH deposit.
Assists with all business administration related duties including purchasing, travel reimbursement submissions, and regulatory compliance.
Ensures that all purchasing and accounts payable transactions are handled timely and according to CIB and State policies and procedures.
Maintains business relationships with vendors.
Submits orders to vendors, timely and accurately.
Schedules repair and maintenance of office space and office equipment in the absence of the Business Programs Officer.
Assists with basic accounting functions such as reconciling invoices and preparing them for payment, reconciling daily receipts, and making/verifying daily deposits.
Monitors inventories of office supplies, equipment, furniture, and electronic property and maintains lists for annual reporting purposes.
Assists with implementation and organization of Agency electronic records scanning.
Assists Office Manager with Records Retention Schedule.
Assists with project management, as assigned.
Assists Office Manager and Administrative Programs Manager II with all IT/Cellular issues and needs.
Supervises and coaches staff utilizing tact, positivity, and professionalism.
Demonstrates attitude of support and cooperation to CIB Board, CIB Staff, industry partners, and customers.
Manages the CIB office security plan; analyzes office security and implements office safety security methods and developments.
Assures that all CIB staff is adequately trained in health and safety procedures.
Manages issues, upgrades, software changes, projects, and investigation/resolution of software problems related to licensing software.
Oversees Business Programs Officer’s activity regarding daily management of funds and cash receipting.
Assures that overnight CC/ACH deposit has been completed and any issues are resolved daily.
Assists with all business administration related duties including all aspects of purchasing, travel reimbursement submissions, and regulatory compliance.
Assures that all purchasing and accounts payable transactions are handled timely and according to CIB and State policies and procedures.
Maintaining business relationships with vendors, both internally with the State and externally with agency business partners.
Submitting orders to vendors, timely and accurately.
In absence of Business Programs Officer, schedule repair and maintenance of office space and office equipment.
Assisting with basic accounting functions such as reconciling invoices and preparing them for payment, reconciling daily receipts, verifying daily manual receipts, and making/verifying daily deposits.
Monitoring inventories of office supplies, equipment, furniture, and electronic property and maintaining lists for annual reporting purposes.
Assist with implementation and organization of Agency electronic records scanning.
Assist Office Manager with Records Retention Schedule.
Assisting with project management, as assigned.
Assist Office Manager and Administrative Programs Manager II with all IT/Cellular issues and needs.