Admin Programs Officer

State of Oklahoma; Oklahoma City (OK); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Generous state paid benefits

Health insurance plans

Flexible spending accounts

Retirement Savings Plan with generous

Longevity Bonus

Job summary

State of Oklahoma's Department of Rehabilitation Services seeks an Admin Programs Officer in Oklahoma City to manage and direct major operating programs, supervise staff, and coordinate contracts and services in line with state and federal regulations.

This full-time role requires a bachelor’s degree with three years of professional experience or equivalent, knowledge of contract administration, and proficiency with PeopleSoft, SharePoint, and related systems; travel may be required.

Qualifications

• Bachelor's degree and three (3) years of professional experience in business or public administration; or an equivalent combination of education and experience.
• One year of technical administrative experience may be substituted for one year of the required experience.
• Technical administrative experience includes highly complex clerical work under supervision.

Responsibilities

• Create and implement contracts and contractual procedures in line with agency policies.
• Create and process requisitions and purchase orders; assist field staff as needed.
• Liaise between the agency and outside stakeholders; manage contract-related records in SharePoint.

Education

Bachelor's degree

3 years professional experience in business or public administration

Tools

PeopleSoft

SharePoint

DocuSign CLM

Job description

Job Posting Title

Admin Programs Officer

Agency

805 DEPARTMENT OF REHABILITATION SERVICES

Supervisory Organization

Dept Rehabilitation Services–MSD - Central/Dept Servs

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Monthly/Annual Salary: Monthly Annual
Level II (Pay Band L) $5,000.00 $60,000.00

Basic Purpose

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.

Typical Functions

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Plans, organizes and/or directs 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 general 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; represents the agency at meetings, seminars, and conferences.

• Drafts policies and procedures, and develops contract or grant proposals.

• Reviews proposed legislation and recommends changes; may act as legislative liaison.

Level Descriptor

Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others.

At this level employees are assigned responsibilities involving the direction or management of a major program, division, unit or function which is of moderate size and scope or perform professional level work involving program supervision, development, coordination, or implementation with responsibility for a major phase of a program which is large in size and scope. Responsibilities may include serving as an operating program manager assigned administrative, staff, or program responsibilities, performing functions in the areas of program management and development, providing guidance for operations and services, performing program planning, development and evaluation activities, and organizing and coordinating program services and activities. Incumbents will be expected to perform assigned duties at all levels of complexity and will provide guidance, supervision and training to assigned staff.

Education and Experience

Education and Experience requirements at this level consist of a bachelor’s degree and three (3) years of professional experience in business or public administration; or an equivalent combination of education and experience, substituting one year of technical administrative* experience for each year of the required bachelor’s degree.

One year of technical administrative* experience may also be substituted 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.

Knowledge, Skills, Abilities and Competencies

Knowledge, Skills and Abilities required at this level include 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; of federal and state laws and regulations relating to administration of assigned programs; and of supervisory principles and practices.

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.

Special Requirements

Certified Procurement Officer; advanced experience with PeopleSoft and a working knowledge of the OMES E-Pro procedures; Contract Administration experience; SharePoint; DocuSign CLM.

Some positions will require that applicants be willing and able to perform all job-related travel.

Additional Job Description

Position is located in the Management Services Division - Central/Dept. Services at DRS State Office in Oklahoma City.

Essential Functions: Position works with field staff in the creation and implementation of client service and professional services contracts following all federal and state regulations. Duties include create and implement contracts; create and process requisitions and purchase orders; assist field staff when necessary; fill in and upkeep of Contracts log in SharePoint; follow all federal and state regulations; liaison between agency and outside stakeholders.

Applicant must be willing to perform all job-related travel.

Trial period (if applicable) is required.

Preferred Knowledge, Skills and Abilities: Attention to detail; contract administration, clear and concise communication skills; problem solving skills; customer service; technology proficiency.

Background Check: The Department of Rehabilitation Services will conduct a criminal background check on new hires as part of an offer of employment that is made contingent upon a successful criminal background check.

*Applicants must be authorized to work in the U.S. now and in the future without employer sponsorship.

Benefit Highlights: The Department of Rehabilitation Services provides a comprehensive benefits package designed to support our employees and their dependents.

Benefits Include:

• Generous state paid benefit allowance to help cover insurance premiums

• A wide choice of health insurance plans with no pre-existing condition exclusions or limitations

• Flexible spending accounts for health care expenses or dependent care

• Employee assistance programs and health and fitness programs

• 11 paid holidays

• 15 days of vacation and 15 days of sick leave for the first year

• Retirement Savings Plan with a generous match

• Longevity Bonus for years of service

For questions regarding specific duties or details of this job, please contact Human Resources at [e-mail].

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.