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Administrative Assistant II

Recruitment #130110-E17B-02

Introduction

Effective January 1, 2011 new employees to the Oklahoma State Department of Health will be placed on a bi-weekly payroll system.

Reference PIN 34001976

The hiring rate established for this position is $1,319.50 Bi-Weekly.

This position provides direct administrative support for Child & Adolescent Health Division staff (two Nurse Managers; three MCH Consultants).  Duties include but are not limited to: providing primary coverage of answering Child & Adolescent Health Division phones; coordinating daily activities including meetings and trainings; preparing correspondence, reports, forms, labels, mail outs, and travel claims; proofing reports and other documents for completeness and accuracy; designing and maintaining forms and brochures; maintaining complete and accurate files; assisting in preparation of federal grants; obtaining quotes from vendors; preparing P-card purchase requests; and creating and maintaining confidential databases.  Serves as backup to the Assistant to the Director of Child & Adolescent Health Division. Assist as back-up for office supplies/Portal orders for Maternal and Child Health Service (MCH). Supports the coordination of school health trainings (e.g. diabetes and vision screening) by the Child & Adolescent Health Nurse Managers for school nurses and employees of the Oklahoma State Department of Education. Provides support for the statewide Child Health Advisory Task Force; state mandated Vision Screening Advisory Committee for Children; and the multi-agency committee dealing with abusive head trauma and the Period of Purple Crying educational program.  May supervise as assigned.

Other: Position requires possible response to public health emergencies including, but not limited to, natural disasters, disease outbreaks, or catastrophic events.  The Oklahoma State Department of Health is tobacco free.  Employees are prohibited from using tobacco products throughout all indoor and outdoor areas of premises under the control of the Oklahoma State Department of Health, in all vehicles on those premises, and in state vehicles in use for OSDH business anywhere.  Applicants may be subject to a background check.

STATE EMPLOYEE INFORMATION

By closing time/date of the job posting, all applicants must ensure delivery of the required documentation (as specified below) to demonstrate they meet the minimum qualifications.

Proof of education, certification, or licensure: Provide copies of an official diploma or transcript in order to demonstrate possession of the expressed education from applicant’s 4B or the required education for the position; provide a copy of required certification and/or licensure.

Current permanent classified employees of the Oklahoma State Department of Health submit the following:
• an ODH Form 92A (Request for Transfer/Promotion);
• an OPM-4B (Personal Data Summary Sheet);
• a copy of the last two completed performance evaluations (If you cannot meet this requirement, then
please provide an explanation with your application.); and
• proof of education, certification, or licensure required for the position before the closing time/date.

Permanent and classified employees of another state agency, unclassified employees with reinstatement rights, or former employees of any Oklahoma state agency that have reinstatement rights submit the following:
• a cover letter that must include the title and PIN of the position, the announcement date, and a phone
number and mailing address where the applicant can be reached;
• an OPM-4B (Personal Data Summary Sheet);
• a copy of the last two completed performance evaluations (If you cannot meet this requirement, then
please provide an explanation with your application.); and
• proof of education, certification, or licensure required for the position before the closing time/date.

E-Mail: PersonnelServices92A@health.ok.gov
Fax: “Attn: Applications” at (405) 271-4994
Mail:   Office of Human Resources
        Oklahoma State Department of Health
        1000 NE 10th St
        Oklahoma City, OK 73117

BASIC PURPOSE

Positions in this job family are assigned responsibilities for providing administrative support for program areas and support functions, or serve as an assistant to, or provide administrative support to an administrator or an official.  This may include supervising an administrative or clerical unit, responsibility for an administration program providing various services to agency customers, and similar duties and responsibilities.  It may also include responsibility for supervising an assigned staff of administrative technicians in performing duties involving the processing of applications for various types of permits or licenses, maintaining various records, preparing correspondence or other materials, and similar activities.

LEVEL DESCRIPTORS

The Administrative Assistant job family consists of two levels, which are distinguished, based on the level of complexity of specific job assignments, the extent of responsibility assigned, and the level of expertise required for the completion of assigned projects.

Level II:    
At this level duties and responsibilities will be at all levels of complexity.  Employees will coordinate activities both internal and external to the organization or program and may supervise others in performing various administrative duties or other activities.

MINIMUM QUALIFICATIONS

Level II:  
Education and Experience requirements at this level consist of five (5) years of technical clerical office work or an equivalent combination of education and experience.

Selection Plan

Scores based on:   100% Written Test 

***NOTE:  Names of eligible applicants can be made available to State agencies upon their request, immediately following the closing date and time.



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