Administrative Professional 3

Schedule: Full-time

What You'll Do:

The Bureau of Regulatory Operations is to fill the Administrative Professional 3 position where your organizational expertise, analytical skills and attention to detail directly support critical programs and operational excellence. Duties include:

Administrative and Program Support:

Provide administrative and non-routine secretarial support to program leadership and fiscal management.

Draft, review and respond to complex and confidential correspondence, reports and inquiries.

Coordinate meetings, schedules, and training logistics for staff and stakeholders.

Serves as liaison between supervisors, program staff and vendors, agencies and the public.

Respond to internal and external inquiries regarding licensing, certifications and program operations

Coordinate information collection across departments and agencies.

Relay telecommunication needs, troubleshoot basic issues and maintain contact list.

Fiscal and Purchasing Operations:

Prepare, review and process purchase orders, invoices, refunds and payment documentation.

Maintain fiscal records, purchasing trackers, and expenditure reports.

Monitor and authorizes expenditures when appropriate and assists with travel expense processing and projections.

Coordinate acquisition and maintenance of office and business equipment.

Compliance, Audits and Process Improvement:

Conduct administrative and program process reviews to ensure compliance with state and federal rules and regulations.

Analyze policies and procedures, recommend improvements and assist in implementing updated workflows.

Support licensing audits, invoicing reviews, and tracking activities to maintain regulatory accuracy.

Data Management and Reporting:

Maintain personnel staffing spreadsheets, coding updates and electronic records

Generate, update and summarize operational, productivity and fiscal reports.

Manage documents control, retention schedules and electronic forms.

Technology and Systems Support:

Utilize office software and data systems to create, edit, and manage documents and reports.

Assist with interactive forms, web updates, and research tasks supporting bureau initiatives.

Support data entry and maintenance with licensing and certification systems.

Position Qualifications:

30 mos. exp. or 30 mos. trg. in secretarial/administrative professional field.

Or

Completion of associate core coursework in secretarial science or business office applications from accredited career school or community college AND 12 mos. exp. in secretarial/administrative professional field.

Or

12 mos. exp. as Administrative Professional 2, 16872.

Or

Equivalent of Minimum Class Qualifications For Employment noted above.

Additional Qualifications:

Applications of those who meet the minimum qualifications will be further evaluated against the following criteria:

Associates or advanced degree in business office administration or secretarial science

Experience or coursework in regulatory compliance (e.g., organizations/agencies/companies' adherence to laws, rules and regulations relevant to business operations)

Experience in performing different functions within Excel (e.g., creating tables, charts, sorting or filtering data)

Experience with state or other accounting software system

Experience with Microsoft Office Software (e.g., Excel, Word, Outlook, PowerPoint, Access)

Experience in writing reports or purchase orders, invoices, and/or requests for purchases

Experience in researching and analyzing data and/or legislation into a comprehensive report

Experience with writing and/or assisting with travel reports and/or authorizations (e.g., airline tickets and/or travel packets)

Experience with solution-based problem solving (e.g., fixing recurring errors/managing workload with limited resources/ adapting to policy changes/resolving team conflict/streamlining processes)

Experience with interpreting program policies and procedures

Experience with communicating effectively and efficiently verbally and/or in writing.

Experience working in a fast-paced environment or multitasking and/or paying attention to details

All eligible applications shall be reviewed considering the following criteria: qualifications, experience, education, and active disciplinary record.

Job Skills: Administrative Support/Services

Technical Skills: Accounting and Finance, Administrative Support/Services, Basic Documentation, Clerical & Data Entry.

Professional Skills: Analyzation, Attention to Detail, Organizing and Planning, Strategic Thinking, Written Communication.

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 five (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.