Administrative Programs Officer II

This position is be located in Oklahoma City, Oklahoma.

Administrative Programs Officer II - E12B

Annual salary: $65,000 + Full state benefits

Job-related travel is Occasional.  Must possess a valid driver's license.

Minimum Qualifications

A bachelor's degree and three (3) year of professional experience in business or public administration;

OR

or an equivalent combination of education and experience, substituting one year of technical administrative* experience for each year of the required bachelor's degree.

NOTE: 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.

Job Responsibilities

Administrative Operations

•  Monitors the HRM Guidance inbox regularly, reviews incoming inquiries, and responds to or routes messages to the appropriate HR staff member in a timely and professional manner. Ensures inquiries received through the HRM Guidance inbox are addressed accurately, consistently, and in accordance with applicable policies, procedures, and established guidance.
•  Distributes incoming internal mail to the appropriate HR staff members in a timely and accurate manner, ensuring documents and correspondence reach the intended recipients.
•  Receives, monitors, and distributes incoming faxes to the appropriate HR staff members, maintaining confidentiality and ensuring time-sensitive materials are promptly routed.
•  Performs other administrative duties and special assignments as assigned to support the operational needs of the HR Division.
•  Serves as the HR Division Decentralized Security Representative.
•  Serves as the HR Division Asset Manager.

Budget Administration

•  Assist the HR Director in developing and monitoring the division's operating budget.
•  Monitor expenditures to ensure spending aligns with approved budget allocations.
•  Track budget balances and identify potential funding concerns.
•  Serve as the liaison between Finance Budget and HR.

•  Provide high-level administrative support to the HR Director and division leadership.
•  Coordinate division leadership calendars, meetings, and travel arrangements.
• Prepare briefing materials, reports, presentations, and correspondence for HR leadership.
•  Coordinate HR leadership meetings and document action items and follow-up activities.
•  Serve as the primary point of contact for internal and external stakeholders on behalf of the HR Director.
•  Manage confidential and sensitive information with professionalism and discretion.

•  Serve as the HR division's policy liaison by coordinating the development, revision, and implementation of HR policies. 
•  Facilitate the policy review among HR stakeholders.
•  Track policy revisions, maintain official policy documentation, and prepare impact statements.
• Collaborate with Legal and the Policy unit for policy review.
•  Coordinate responses to policy-related inquiries.

•  Oversee the agency's telework program and ensure compliance with agency policies, Administrative Personnel rules, and other applicable regulations.
•  Develop, implement, and maintain telework procedures and guidance.
•  Serve as the subject matter expert by interpreting policy and providing guidance to supervisors and employees regarding telework policies and procedures.
•  Coordinate revisions to telework policies and procedures as needed. 
•  Monitor telework participation and compliance with established requirements.
•  Prepare the quarterly Flexible Work Arrangement report in response to EO 2024-29 and submit to HR Director before the required deadline. 

•   Knowledge of budget and purchasing processes, including the EPM budget system and OMES Central Purchasing requirements and procedures.
•   Knowledge of OMES IT service request processes, including the ability to appropriately submit, track, and follow up on technology-related service requests.
•   Advanced proficiency in Microsoft Word, including the ability to develop, format, edit, and maintain complex policies, procedures, reports, and other professional documents.
•   Strong spreadsheet skills, including the ability to develop, maintain, organize, and analyze data using Microsoft Excel or similar spreadsheet applications.
•   Proficiency with Microsoft Visio for developing and maintaining organizational charts, process maps, workflow diagrams, and other visual representations.
•  Proficiency with Adobe Acrobat Pro for creating, editing, combining, formatting, and managing electronic documents and forms.
•   Proficiency with Microsoft Teams, SharePoint, PowerPoint, and OneDrive, including the ability to effectively collaborate, manage documents, share information, and develop professional presentations.
•   Working knowledge of Microsoft 365 applications and the ability to learn and effectively utilize additional technology applications as required.
•   Familiarity with Workday processes, including the ability to navigate the system and understand basic human resources and administrative processes.
•   Ability to organize and prioritize multiple assignments, manage competing deadlines, maintain attention to detail, and produce accurate, high-quality work.
•   Ability to communicate effectively, both verbally and in writing, and provide professional customer service to employees, supervisors, managers, and other stakeholders.

If you have questions, please contact DHS.Careers@okdhs.org

OKDHS is a Fair Chance Employer.

Announcement Number: 26-GH213

This is a position in the Oklahoma Civil Service.

83012063/JR66886