Construction Industries Board - Administrative Programs Officer II - Float

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date (Continuous if 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

Job Type

Compensation

Job Description

**Please submit resume with application**

CONSTRUCTION INDUSTRIES BOARD

JOB DESCRIPTION

Administrative Programs Officer II - Float

(FLSA CLASSIFICATION: Non-Exempt)

Salary: $61,268.04/year ($5,105.67/month) – $64,492.67/year ($5,374.39/month)

Unclassified Position

Summary:

This position will serve as a Floating Administrative Programs Officer II for the Construction Industries Board. The appointed staff member fulfilling this position is responsible for learning, become proficient and performing a range of CIB Administrative job duties of different job levels, and providing assistance to all CIB office staff members, the Office Manager, and Administrator, as needed and directed by the CIB Office Manager or Administrator. Work-flow and assignment/performance of any/all job duties listed within this job description will be dependent on daily CIB office needs and can be changed or modified at any time. **Individual hired into this position must be qualified for and capable of performing any Trade Secretary position for any length of time.**

The specific duties and responsibilities may change or be increased as assigned and include, but are not limited to:

Float - Customer Assistance Representative - Essential Duties and Responsibilities:

Responsible for learning all job duties of the Customer Assistance Representative including but not limited to:

1. Responds to all incoming agency telephone calls (multiple busy phone

lines).

2. Provides exemplary customer service to all walk-in customers, assisting

customers with applications, payment, licensing/agency policy questions,

advice, etc.

3. Daily receipting of funds as necessary, and processing incoming

applications.

4. Opens, sorts, and distributes all incoming mail. (Sign for packages,

assuring that the CIB has received all packages for which we sign as

delivered. Open and stamp mail.) Sorts and distributes receipted

renewals, new applications, and all other mail to appropriate division.

5. Receipts all agency customer funds and licensure applications.

(Responsible for receipting and handling large amounts of checks, money orders, and cash.) Each complete application is entered into the licensing

system, inputting all required information and verifying current

information is correct.

6. Prepares copies and completes mail-backs, returning all incorrect checks,

applications, and/or renewal forms (daily duty).

7. Makes copies of all applications and information for mailing and lobby

access.

8. Notarize documents.

9. Processes and prepares all out-going applications daily.

10. Processes and prepares all invoices from purchase orders for all trades

licensees. Processes all wire transfers.

11. Prepares and manages daily deposit. Runs two totals on all checks/money

orders, and cash. Reconciles all checks/money orders, and cash daily

receipts to CIB licensing system totals, verifying that all monies receipted

are deposited. Verifies that all applications were posted to the correct

trade.

12. Assures that CIB daily deposit (deposits for all CIB trades including Roofing deposit to be included) is given to courier, and that any receipts/mail backs are placed in the safe at the end of the business day.

13. Assists other administrative staff when duties completed (apprentice applications, Bonds and Insurance, CEU’s, Electrical journeymen, etc.).

14. Accurate filing of agency paperwork.

Float - Apprentice and Bonds and Insurance - Essential Duties and Responsibilities:

Responsible for learning and performing, as needed, all job duties of the Apprentice and Bonds and Insurance Secretary including but not limited to:

15. Manages all apprentice initial and renewal applications for Plumbing, Electrical, and Mechanical trades. Receives and processes apprentice applications, verifying and entering information, substantiates contractor relationship and verifies contractor is active licensee, activates/deactivates apprentice licenses, prints and mails apprentice licenses daily, prints and mails rejection letters.

16. Process refunds.

17. Processes all insurance and bonds for all required programs. Receives all incoming bonds and insurance information, verifies and updates current insurance information, assures bond is on file, activate/deactivate contractor.

18. Maintains all bonds and insurance files for CIB licensees (approximately 38,000 files), filing all renewals, bonds, insurance forms, and other documents in a timely manner and in the proper place.

19. Produces and mails letters to contractors with expired general liability insurance/bond and/or worker’s comp insurance.

20. Researches individual files on a routine basis to verify that files are complete and up to date.

Float - Trade Secretary (All CIB Trades) - Essential Duties and Responsibilities:

Responsible for learning and performing, as needed, all job duties of all CIB Trade Secretaries including but not limited to:

21. Assists Plumbing, Mechanical, Electrical, Roofing, Home Inspector and Building Inspector trade secretaries with processing applications, entering information into the database, and submitting applicant information to testing facility.

22. Receives license applications and renewals and initiates and directs processing of applications for the designated Trade, initially determining if applications and licensees meet statutory and regulatory requirements to obtain licensing including verifying required CEU’s, no citation or child support holds, then forwards applications to Trade Supervisor for approval. Updates licensee information. Completes processing of license by providing or sending it to licensee. For deficient applications, sends deficiency letters. For new licenses, enters exam scores in computer, print and send license, wall certificate and congratulations letter.

23. Processes reciprocity applications and reciprocity verification requests (when applicable).

24. Processes and issues Alarm Endorsements (when applicable).

25. Processes refunds. Submits refunds and make copies of checks when issued. Sends checks to recipients.

26. Enter Continuing Education courses and licensee/registrant completed Continuing Education into the appropriate database.

27. Stamp-in forms for Continuing Education Classes and pre-licensing education programs to be acted upon by the Trade Committee. Process Continuing Education classes through the various trade committees when they meet. Once approved, and class number assigned, prepares file and mails approval letter to vendor. Updates individual files.

28. Learn and perform review of corporate documents, legal documents, by-laws, articles of incorporation, including ownership percentages, etc. and other forms of official governmental/state records, as required for licensing/registration. Communicates with Secretary of State’s office as needed.

29. Learn and be able to perform (as needed) the following Trade Secretary Committee duties:

30. Opens, and distributes mail; composes official correspondence for Trade

Supervisor’s signature.

31. Receives and manages telephone calls; provides information, answers inquiries or refers callers to appropriate staff members; receives visitors; answers inquiries personally or refers to appropriate official.

32. Prepares travel claims for Trade Committee Members within designated time frames. Types letters for field staff as needed. Responds to field staff inquiries. Completes forms, requests, and other documents by obtaining and recording appropriate information for the Trade Licensing Division.

33. Assist with high level office administrative and licensing duties.

34. Generate and run reports and queries as needed.

Float - Hearing Clerk - Essential Duties and Responsibilities

Responsible for learning and performing, as needed, all job duties of the CIB Hearing Clerk including but not limited to:

35. Timely manage CIB citation processes, meeting all deadlines. Accurately and promptly enter citation information into the CIB specialized citation programs; maintaining citation information, and generating docket reports for each CIB hearing, board, and committee meeting as needed. Responsible for verifying proper service of citations, orders, and other legal documents; work with cited individuals to process payments and any other needs; assist field staff with citation processing and management; prepare and submit hearing notifications; facilitate required due process notice of service; timely and precisely prepare dockets for hearings and facilitate document copies to legal and hearing counsel and board members prior to hearings; organize and assist Chair with conducting citation hearings; maintain hearing records and files. Oversee and manage citations that have delinquent service. Monitor payment plans to assure payments are made as required. Respond to telephone inquiries and provide requested information. Perform all other related work as required and assigned.

36. Prepare and timely submit hearing notifications to appropriate parties. Prepare hearing dockets and agendas for Legal counsel within established deadlines prior to hearing. Comply with the Open Meetings Act requirements. Correctly maintain citation files for Electrical, Mechanical, Plumbing, Roofing, Building Inspector, and Home Inspector trades. File meeting schedule dates with Secretary of State by December 15th of each year.

37. Be able to reliably meet deadlines; ability to follow through and track documents, cases, and matters.

Float – All Other Essential Duties and Responsibilities

Responsible for learning and performing, as needed, all job duties of the CIB Office including but not limited to:

38. Preparation and submission of daily CIB deposit, both daily receipting and CC/ACH deposits. This includes all deposits for CIB trades including Roofing. Verifying daily deposit was completed by appointed depositor and assuring that deposit confirmations are timely received from OMES ABS and that deposits were processed correctly.

39. All aspects of purchasing (acquiring quotes, working with vendors, creating and entering requisitions, generating and facilitating/filing Purchase Orders), travel reimbursement submissions (gather travel claims at end of business month, review claims for accuracy, submit for payment, rectify any issues) and regulatory compliance, drafting of filings of completed reports required under state law or regulation, and other matters involving purchasing, or any other business operation, when necessary.

40. Assisting with basic accounting functions such as reconciling invoices and preparing them for payment, reconciling daily receipts, verifying daily manual receipts, and making/verifying daily deposits for all CIB trades.

41. Monitoring inventories of office supplies, equipment, furniture, and electronic property and maintaining lists for annual reporting purposes.

42. Assist with inventory of CIB property and surplus of expired property.

43. Assisting with all aspects of CIB IT/cellular and office equipment needs.

44. Learn and assist with CIB licensing software tasks/project needs.

45. Demonstrates attitude of support and cooperation to CIB Board, CIB Staff, industry partners, and customers while maintaining professional manner in dress, speech, actions and attitude at all times.

46. All other duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge, Skills and Abilities required at this level include ability to learn & comprehend state laws concerning open meetings and administrative procedures; learning and comprehension of state laws and regulations relating to the CIB. Ability is required to plan, organize and coordinate committee meetings; to communicate trade requirements and communicate agency policies and procedures; and to establish and maintain effective working relationships with others. The ability to follow oral and written instructions and to communicate effectively, both orally and in writing is also required.

Requires knowledge of current office technologies and basic business communications. Requires ability to follow oral and written instructions, to communicate effectively both orally and in writing, to type accurately, to responsibly manage cash. Ability to read, comprehend, and apply various policies and procedures; to understand various agency laws and rules concerning the business operations of the agency; and to be able to apply laws and rules to individual situations. Must be reliable, consistent, meet deadlines, and follow-up regularly on pending matters.

Ability to learn & comprehend state laws concerning open meetings and administrative procedures. Learning and comprehension of state laws and regulations relating to the CIB Hearing and Citation process and all CIB trades. Ability is required to plan, organize and coordinate committee meetings; to communicate agency policies and procedures; and to establish and maintain effective working relationships with others. The ability to follow oral and written instructions and to communicate effectively, both orally and in writing is also required. Must be reliable, consistent, meet deadlines, and follow-up regularly on pending matters.

Ability is required to handle confidential work with tact and discretion, and to exercise judgment in interpreting and applying rules or policy. Ability to exercise good judgment in analyzing situations and making decisions, and to organize and present facts and opinions. Ability is required to plan, organize, and coordinate committees and to independently perform high-level technical administrative duties. Ability required to establish and maintain effective working relationships with others. Ability to work under tight deadlines, manage multiple priorities, and train others to fill in when needed. Requires knowledge of basic research techniques, and current office technologies and business communications. Ability to independently perform high-level technical administrative duties. Ability to type accurately, and responsibly manage cash. Ability to physically perform job duties including significant walking, standing, sitting, grabbing, pushing, pulling, and heavy lifting, along with inputting/accessing information via a computer, including substantial desk and computer time. Bi-lingual capabilities a plus.

Ability to help everyone be more conscientious, respectful, and considerate of co-workers and clients served. Ability to address accusations, criticisms or gossip from others in a professional manner. Refer others to appropriate CIB personnel to address specific questions. Avoid providing broad or speculative opinions on matters outside of specific core function. Be a leader in growing a respectful, supportive and productive workplace, being a cooperative team member when asked to comply with supervisor or manager requests and take responsibility for your attitude. Exhibit an attitude of mutual respect, courtesy and cooperativeness toward fellow employees and the public. Be a good team player through being cooperative, reliable, respectful, and supportive in working with others.

Reasoning Ability:

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form. Ability to exercise sound judgment in analyzing situations and in selecting an effective course of action. Ability to organize and conduct several activities simultaneously. Show demonstrated commitment in taking responsibly for and use of good judgment; maintain attention to detail; uphold and practice the code of ethics, employee handbook guidelines, and State/Agency core values; and reasonably determine if a relationship or circumstance would cause a reasonable person with knowledge of the relevant facts to question his or her impartiality in a matter, exercise common sense and good discernment, and take appropriate measures.

Minimum Qualifications:

Preferred Qualifications:

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all duties, responsibilities, and requirements of this position. This job description is intended as a summary of the primary responsibilities, qualifications and duties for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.

Certain related or relevant experience, training, or education, along with supporting reference checks, may be taken into consideration during the evaluation process.

The Construction Industries Board is an Equal Employment Opportunity Employer. It is the policy of the Construction Industries Board to not discriminate against or deny equal employment opportunity to any applicant or employee on the grounds of race, sex, color, age, national origin, genetic information, religion, or disability, so long as the disability does not render the person unable to do the work for which employed. All employees of the Construction Industries Board are “at will” employees. Applicants will not be discriminated against before or during their employment.

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.

Current active State of Oklahoma employees must apply for open positions internally through the Workday .

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