Administrative Programs Officer I, II, or III

State of Oklahoma • Shawnee, KS

7d • $75,000 • Onsite

About The Position

Positions in this job family are assigned responsibilities involving 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 may include 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. Positions not clearly identified by another job family, but having responsibilities involving directing, managing, or coordinating various agency functions or programs, may also be included in this job family.
Position Responsibilities/Essential Functions:
Level I: · Assist the CHS Business Manager with updating and maintaining central office program budget spreadsheets. · Attend monthly program budget meetings and assist programs with budgeting, financial monitoring, and other duties as assigned. This includes assisting programs with analyzing needs, tracking the financial portion of complex grants and other funding sources. · Contract Monitoring for CHS Admin Contracts including PHOG CPL Contracts. · Maintain the county board of health paperwork. Correspond with appropriate personnel in the counties regarding BOH appointments and ensure paperwork and signatures are accurate and current. · Provide administrative support to the EHR Director and Project Manager. · Assist with organizational and administrative needs for Community Health Services Administration, including monitoring CHS Admin budgets, ordering needs, and other duties as assigned. · Respond to telephone inquiries for the CHS admin line, providing effective communication and customer service with relevant parties in the central office or at the CHDs. · Route and follow up on complaints or public inquiry in a timely manner. · P-card holder for CHS Admin. Assist central office programs and counties as needed with purchasing when business needs are identified. · Travel coordinator for CHS, processing in-state and out-of-state travel requests. Make travel arrangements for staff as needed. · Assist or provide backup as needed to the CHS Admin APO II for county health department needs, contract monitoring, and county budget monitoring. · Being present in the office is an essential function of this job · Other duties as assigned
Level II and III: · Plans, organize and/or direct a component of an agency or institutional program or a major division, program, or function established to accomplish a basic goal or mission of the agency. · Interprets and advises agency personnel and the public on departmental rules, regulations and laws governing the operation of the agency, division or department program. · Prepares administrative, statistical and/or fiscal documents pertaining to departmental activity. · Provides supervision or direction to assigned staff in planning, promoting, and implementing programs in accordance with agency policies and goals. · Advises on future resource requirements, priorities for programs and activities; estimates timetables for accomplishing assigned activities; develops policies, rules, and regulations consistent with state and federal laws pertaining to the administration of programs. · Plans, develops and conducts training, seminars, meetings, or clinics as required; represent the agency at meetings, seminars, and conferences. · Drafts policies and procedures and develop contract or grant proposals. · Reviews proposed legislation and recommended changes and may act as legislative liaison. · Being present at the office is an essential function of the job. · Other duties as assigned.
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.

Requirements

• Level I: Education and Experience requirements at this level consist of a bachelor's degree and one year of professional or technical administrative experience in business or public administration; or an equivalent combination of education and experience, substituting one year of qualifying experience for each year of the required education. Technical administrative experience would include highly complex clerical work gained under the direct supervision of a professional supervisor or manager.
• Level II: At this level consist of a bachelor's degree and three years of professional or technical administrative experience in business or public administration; or an equivalent combination of education and experience, substituting one year of qualifying experience for each year of the required education. Technical administrative experience would include highly complex clerical work gained under the direct supervision of a professional supervisor or manager.
• Level III: Education and Experience requirements at this level consist of a bachelor's degree and four years of professional experience in business or public administration, including one year in a supervisory or administrative capacity; or an equivalent combination of education and experience, substituting one year of technical administrative or professional experience in business or public administration for each year of the required education. One year of technical administrative experience may be applied for one year only of the required experience. Technical administrative experience would include highly complex clerical work gained under the direct supervision of a professional supervisor or manager.
• NOTE: No substitution will be allowed for the required professional experience in a supervisory or administrative capacity.
• Knowledge of the methods of organization and management; of public administration; of agency policies and procedures; of grant or contract program requirements; of the legislative process; of basic research and statistical techniques; and of federal and state laws and regulations relating to administration of assigned programs.
• Ability is required to establish and maintain effective working relationships with others; to communicate effectively, both orally and in writing; to establish and develop training programs; to exercise good judgment in analyzing situations and making decisions; and to organize and present facts and opinions.
• Knowledge of supervisory principles and practices.
• Ability to plan, direct, and review the work of others; to analyze complex situations and make responsible decisions; and to coordinate the work of organizational units.

Responsibilities

• Assist the CHS Business Manager with updating and maintaining central office program budget spreadsheets.
• Attend monthly program budget meetings and assist programs with budgeting, financial monitoring, and other duties as assigned.
• Assist programs with analyzing needs, tracking the financial portion of complex grants and other funding sources.
• Contract Monitoring for CHS Admin Contracts including PHOG CPL Contracts.
• Maintain the county board of health paperwork.
• Correspond with appropriate personnel in the counties regarding BOH appointments and ensure paperwork and signatures are accurate and current.
• Provide administrative support to the EHR Director and Project Manager.
• Assist with organizational and administrative needs for Community Health Services Administration, including monitoring CHS Admin budgets, ordering needs, and other duties as assigned.
• Respond to telephone inquiries for the CHS admin line, providing effective communication and customer service with relevant parties in the central office or at the CHDs.
• Route and follow up on complaints or public inquiry in a timely manner.
• P-card holder for CHS Admin.
• Assist central office programs and counties as needed with purchasing when business needs are identified.
• Travel coordinator for CHS, processing in-state and out-of-state travel requests.
• Make travel arrangements for staff as needed.
• Assist or provide backup as needed to the CHS Admin APO II for county health department needs, contract monitoring, and county budget monitoring.
• Being present in the office is an essential function of this job
• Other duties as assigned
• Plans, organize and/or direct a component of an agency or institutional program or a major division, program, or function established to accomplish a basic goal or mission of the agency.
• Interprets and advises agency personnel and the public on departmental rules, regulations and laws governing the operation of the agency, division or department program.
• Prepares administrative, statistical and/or fiscal documents pertaining to departmental activity.
• Provides supervision or direction to assigned staff in planning, promoting, and implementing programs in accordance with agency policies and goals.
• Advises on future resource requirements, priorities for programs and activities; estimates timetables for accomplishing assigned activities; develops policies, rules, and regulations consistent with state and federal laws pertaining to the administration of programs.
• Plans, develops and conducts training, seminars, meetings, or clinics as required; represent the agency at meetings, seminars, and conferences.
• Drafts policies and procedures and develop contract or grant proposals.
• Reviews proposed legislation and recommended changes and may act as legislative liaison.
• Being present at the office is an essential function of the job.
• 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.

Benefits

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees