Administrative Professional 2 - PN: 20014284

State of Ohio Jobs Ashville, OH 2019-07-10
Primary Location: United States of America-OHIO-Franklin County
Work Locations: Health Department Building 246 N High St 1st Floor Columbus 43215
Organization: Health
Classified Indicator: Classified
Bargaining Unit / Exempt: Bargaining Unit
Schedule: Full-time
Work Hours: 8:00 AM - 5:00 PM
Compensation: $18.59/hourly
Unposting Date: Jul 24, 2019, 10:59:00 PM
Job Function: Clerical & Data Entry
Agency Contact Name: Jennifer Valentine
Agency Contact Information: jennifer.valentine@odh.ohio.gov

Administrative Professional 2 - PN: 20014284

(1900042D)
Job Duties

Supports the State Office of Rural Health and the Primary Care Office by relieving administrators of routine administrative duties (e.g., develops and updates program webpages, reviews outgoing correspondence & work products for accuracy & completeness); implements program policies consistent with federal and state authorizations [e.g., federal grant guidance, notice of award, statutory language, rules] and manages [e.g., tracks funding cycles, keeps managers apprised of program requirements specific to each funding stream] various funding streams [e.g., federal grants, GRF, fees]). Assists program administrators with budgetary/fiscal control activities (e.g., monitors expenditures in accordance with approved budget, monitors and posts revenue back-up documents for payments billed by the department, assigns expenditure coding lines to documents). Interacts with staff to expedite all departmental fiscal procedures (e.g., initiates accounting documents for the State Office of Rural Health and Primary Care Office, initiates and expedites purchase orders, manages and/or prepares and processes all purchase order modifications/receiving documents, personal service payments, budget allotment requests, and requests for invoice); serves as liaison with accounting unit and customers to resolve payment issues or billing questions. Coordinates acquisition/maintenance of office equipment (e.g., copiers, personal computers, phones) with various agency and/or state offices (e.g., OMIS, Department of Administrative Services).

Coordinates state Office of Rural Health and Primary Care Office purchasing activities: accurately codes expenditures with appropriate funding source, monitors program expenditures for consistency with program policies and funding objectives and initiates resolution of purchasing issues with the Office of Financial Affairs (OFA). Assists administrators with the creation, execution and tracking of contractual documents and ensures timely processing through the ODH approval process. Routinely assists with the development of reports from OAKS as well as the creation of supplemental reports to monitor, report and track requests for carry over funds from program administrators. Retrieves applications and fee receipts from revenue room, monitors status of letter(s) for routing, assists with processing J-1 application packets, verifies fee payments, and updates fee logs.

Opens and distributes mail; maintains office supplies. Assures and maintains State Office of Rural Health and Primary Care Office records are maintained according to retention schedules, files hardcopy documents and scans documents/records in the registration computer system. Prepares travel expense reports; assists with schedule of meetings (e.g., makes room reservations, notifies involved parties of meetings, distributes agenda, maintains appointment book, makes travel arrangements and/or reservations, maintains staff itinerary, takes minutes at meetings; serves as receptionist at meetings). Maintains and retrieves information. Assists with answering/routing telephones and emails as assigned. Performs other duties as assigned (e.g., scanning and filing, certified and regular mail, photocopying, attends meetings and ODH training). As assigned, serves as a member of a Disaster Recovery/Business Resumption Team, Incident Response Team, or similar public health response team which may include the conduct of operations on a 24/7 basis at remote locations.
Qualifications
Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college.

  • Or 18 mos. exp. or 18 mos. trg. in secretarial/administrative professional field.

  • Or 6 mos. exp. as Administrative Professional 1, 16871.

  • Or equivalent of Minimum Class Qualifications For Employment noted above.
Knowledge of English grammar & composition; arithmetic that includes addition, subtraction, multiplication & division; records management; business communications; administrative practices & procedures*; general office practices & procedures; agency-specific office practices & procedures*; budgeting*; government structure & process*. Skill in keyboarding; business office software applications (e.g., Microsoft Office); operation of personal computer & office machines (e.g., transcribing equipment, calculators). Ability to deal with problems involving several variables within familiar context; apply principles to solve practical, everyday problems; interpret instructions in written or oral form; write routine business letters following standard procedures; compose directives, memos & other publications; complete routine forms or records; make appointments; arrange items in numerical or alphabetical order; move fingers easily to perform manual functions; assess questions & provide appropriate information or referral.

(*)Developed after employment
ALL ANSWERS TO THE SUPPLEMENTAL QUESTIONS MUST BE SUPPORTED BY THE WORK EXPERIENCE/EDUCATION PROVIDED ON YOUR CIVIL SERVICE APPLICATION.

Applications of those who meet the minimum qualifications will be further evaluated against the following criteria:
  • Associate or advanced degree in secretarial science
  • Experience manipulating data from various reports
  • Experience with computer software ( e.g., Access, Excel, Word, Adobe Pro)
  • Experience providing technical assistance/customer service
  • Experience with contract review and compliance
  • Experience performing clerical duties (e.g., opens/distributes mail, purchase/maintain office supplies, organizing retention schedules)
  • Experience generating reports from data base information
  • Experience communicating with various parties (e.g. ODH leadership, Section Chiefs, outside vendors, other customers)
  • Experience coordinating and organizing training/public speaking
All eligible applications shall be reviewed considering the following criteria: qualifications, experience, education, active disciplinary record, and work record.

EDUCATIONAL TRANSCRIPT REQUIREMENTS:
Official educational transcripts are required for all post-high school educational accomplishments, coursework or degrees claimed on the application. Applicants will be required to submit an official transcript prior to receiving a formal offer of employment. Failure to provide transcripts within 5 working days of being requested will cause the applicant to be eliminated from further consideration.

Please note that a transcript is considered "official" only if it is an original copy from the educational institution and includes an institutional watermark, ink stamp or embossed stamp. Transcripts printed from the institution's website will not be accepted. ODH reserves the right to assess the academic credibility of an educational entity's award of a putative degree.

APPLICATION PROCEDURES:
All applicants must submit a completed Ohio Civil Service Application using the online TALEO System. Paper applications will not be considered. Applicants must clearly indicate how they meet the minimum qualifications and/or position specific minimum qualifications. Applicants are also encouraged to document any experience, education and/or training related to the job duties above. An assessment of these criteria may be conducted to determine the applicants who are interviewed.
Background Check Information
The final candidate selected for this position will be required to undergo a criminal background check. Criminal convictions do not necessarily preclude an applicant from consideration for a position. An individual assessment of an applicant's prior criminal convictions will be made before excluding an applicant from consideration.
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