Administrative Technician IV

State of Oklahoma • Oklahoma City, OK

6d • $42,000 - $52,000 • Onsite

About The Position

Positions in this job family provide specialized administrative and operational support for agency programs involving the regulation, licensing, permitting, and oversight of the liquefied petroleum gas industry. Employees perform a variety of administrative functions requiring accuracy, organization, attention to detail, and the ability to interpret and apply established agency procedures, statutes, rules, and requirements. Duties may include reviewing and processing permit and license applications and renewals; maintaining regulatory and business records; processing fees, billing, and accounts receivable; preparing correspondence and official documents; maintaining electronic databases and tracking systems; responding to inquiries from regulated businesses, licensees, permit holders, and the public; and providing administrative support to agency inspectors, management, and other staff. Employees in this position serve as an important point of contact between the agency and the regulated industry and are expected to provide accurate, professional, and consistent information regarding established agency requirements and procedures. The position requires the ability to manage multiple priorities, meet deadlines, maintain confidential and sensitive information, identify discrepancies, resolve routine administrative issues, and work independently while following established policies, procedures, statutes, rules, and supervisory direction.

Requirements

• Three years of clerical or administrative office experience; or an equivalent combination of education and experience.
• Knowledge of general office methods, procedures, and administrative practices.
• Knowledge of records management, filing systems, document processing, and electronic recordkeeping.
• Knowledge of basic bookkeeping, billing, accounts receivable, financial recordkeeping, and reconciliation procedures.
• Knowledge of business English, including grammar, punctuation, spelling, and standard business communication.
• Knowledge of standard business mathematics and the ability to accurately perform calculations and verify financial information.
• Knowledge of computer applications and current office technologies, including word processing, spreadsheets, databases, email, electronic records systems, and document management systems.
• Ability to learn and apply agency statutes, administrative rules, policies, procedures, and regulatory requirements applicable to assigned duties.
• Strong organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Skill in reviewing documents and identifying missing, inconsistent, or inaccurate information.
• Skill in communicating professionally and effectively with regulated businesses, applicants, licensees, vendors, coworkers, and members of the public.
• Skill in using computers, databases, spreadsheets, electronic records systems, and standard office equipment.
• Skill in preparing professional correspondence, reports, spreadsheets, forms, and other agency documents.
• Skill in maintaining accurate financial, regulatory, and administrative records.
• Ability to interpret and apply established policies, procedures, statutes, rules, and requirements within the scope of assigned responsibilities.
• Ability to manage multiple assignments, priorities, and deadlines while maintaining accuracy.
• Ability to identify discrepancies, research information, resolve routine administrative problems, and follow issues through to completion.
• Ability to work independently while recognizing when an issue requires supervisory, legal, regulatory, or enforcement review.
• Ability to establish and maintain effective working relationships with agency personnel, regulated entities, other governmental agencies, vendors, and the public.
• Ability to communicate difficult or sensitive administrative requirements professionally and courteously.
• Ability to maintain confidential and sensitive information appropriately.
• Ability to troubleshoot routine administrative, database, technology, and process-related issues.
• Ability to learn specialized regulatory terminology, processes, and requirements associated with the liquefied petroleum gas industry.
• Ability to identify opportunities to improve administrative processes, increase efficiency, and improve the accuracy and timeliness of agency operations.
• Ability to adapt to changes in workload, procedures, technology, and regulatory requirements.

Nice To Haves

• Experience involving regulatory administration, licensing or permitting, compliance documentation, accounting, accounts receivable, records management, database administration, or customer service is preferred but not required.
• One year of technical or vocational training coursework or high school training in business or office machines.
• Completion of 30 semester hours from an accredited college or university.

Responsibilities

• Provides administrative and operational support for the agency's permitting, licensing, registration, inspection, and other regulatory programs.
• Reviews and processes applications, permits, licenses, registrations, renewals, transfers, and related documentation for completeness and conformity with established agency requirements.
• Reviews supporting documentation such as insurance certificates, ownership information, business information, required forms, fees, and other records associated with agency permits and licenses.
• Communicates with regulated businesses, permit holders, licensees, applicants, vendors, and members of the public regarding application status, documentation requirements, fees, renewals, deficiencies, and established agency procedures.
• Serves as an administrative liaison between agency staff, inspectors, regulated entities, other state agencies, and members of the public as appropriate.
• Maintains accurate and current regulatory records, including electronic databases, permit and license files, inspection records, correspondence, financial records, and other agency documentation.
• Enters, updates, retrieves, and verifies information in agency databases and other electronic systems; reviews source documents for accuracy and makes routine corrections as authorized.
• Tracks applications, renewals, outstanding documentation, fees, and other administrative requirements and follows up on incomplete or outstanding items.
• Performs billing and accounts receivable functions, including preparing invoices, recording payments, monitoring outstanding balances, reconciling records, and assisting with collection of delinquent fees in accordance with established procedures.
• Processes purchase orders, invoices, claims, reimbursements, and other financial documents in accordance with state and agency requirements.
• Prepares correspondence, notices, reports, spreadsheets, forms, summaries, and other official agency documents.
• Assists with the preparation and maintenance of records associated with inspections, violations, citations, enforcement actions, permits, and other regulatory activities.
• Coordinates administrative activities associated with inspections, inspection events, meetings, licensing activities, and other agency programs.
• Reviews reports, applications, forms, and other documents for completeness, accuracy, consistency, and conformity with established requirements; identifies discrepancies and refers matters requiring regulatory or enforcement determination to the appropriate agency personnel.
• Maintains organized electronic and physical filing systems and ensures agency records are properly maintained and readily accessible.
• Assists with responding to public records requests and locating, organizing, and compiling agency records as directed.
• Assists agency personnel with data collection, record reconciliation, statistical reports, workload tracking, and other administrative reporting.
• Maintains records of agency supplies, equipment, inventory, and other administrative resources as assigned.
• Uses computers, databases, spreadsheets, document management systems, email, electronic payment systems, and other technology necessary to perform assigned duties.
• Maintains confidentiality and exercises appropriate discretion when handling sensitive, confidential, or restricted agency information.
• Identifies administrative or workflow issues and assists in developing practical solutions and process improvements.
• Performs other related administrative duties as assigned.

Benefits

• 15 days of paid vacation
• 15 days of sick leave
• 11 paid holidays each year
• A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed