Administrative Professional 4

Schedule: Full-time

About Us:

The Bureau of HIV, STI, and Viral Hepatitis (BHSH) works to reduce the transmission of human immunodeficiency virus (HIV), sexually transmitted infections (STIs), and hepatitis B and C through surveillance, prevention, and care. The bureau also offers treatment through participating providers and services to eligible Ohioans living with HIV and STI.

What You'll Do:

We are currently seeking an Administrative Professional 4 to join our team. In this vital role, you'll support the bureau's fiscal and administrative functions.

Fiscal support includes:

Working with BHSH program areas, ODH offices, local grantees, and funding entities to create all purchase requisitions.

Creating fiscally repetitive requisitions (e.g., AT&T, Verizon, CaremarkPCS).

Preparing all contracts received for internal signatures.

Monitoring spending for bureau programs (e.g., track purchases and expenditures, coordinate and ensure necessary deadlines are met).

Reviewing and summarizing reports on fiscal activities.

Preparing fiscal records (e.g. obtain approval for BHSH invoices, assign purchase order number).

Maintaining files (e.g., requisitions, purchase orders & invoices)

Purchasing general office supplies, software purchases and renewals, conference and training registrations.

Assisting in grant preparation and submission tasks.

Monitoring grant reporting requirements.

Administrative support includes:

Independently answering and responding to complex and/or confidential correspondence on programmatic issues.

Serving as liaison between the BHSH Bureau Chief and program supervisors to coordinate the collection of information

required to respond to inquiries from various entities regarding bureau programs.

Scheduling conferences, securing meetings spaces, scheduling staff meetings.

Creating, editing, and/or revising documents using office software (e.g., Microsoft Word, Excel)

Preparing memos for internal signoffs (e.g., document routing, retrieval and filing, staff procedures in drafting, reviewing and commenting upon critical documents)

Coordinating new staff needs (e.g., office/cubicle signage, supplies)

Handling sensitive telephone and face-to-face inquiries from internal & external customers

Managing the day-to-day business function of the office and monitor the workflow (e.g., coordinate and ensure all routine deadlines are met in response to assignments, special projects, letters, & weekly reports).

30 months experience or 30 months training 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 months experience in secretarial/administrative professional field.

OR

12 months experience as an Administrative Professional 2,16872.

-Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills: Administrative Support/Services

Technical Skills: Operational and Administrative support, Accounting and Finance

Professional Skills: Critical Thinking, Attention to Detail, Verbal and Written Communication, Establishing Relationships

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. 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.