Administrative Professional 3 (PN 20015031)

Administrative Professional 3

About Us:

Our mission at the Ohio Department of Health (ODH) is advancing the health and well-being of all Ohioans.  Our agency is committed to building a modern, vibrant public health system that creates the conditions where all Ohioans flourish.

The Bureau of Regulatory Operations is responsible for licensing, certification and enforcement for health care facilities, services and programs. 

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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. 

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At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees*. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

• Medical Coverage
• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period
• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year
• Childbirth, Adoption, and Foster Care leave
• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)
• Public Retirement Systems (such as OPERS, STRS, SERS, and HPRS) & Optional Deferred Compensation (Ohio Deferred Compensation)

*Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

Qualifications

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.

Supplemental Information:

ALL ANSWERS TO THE SUPPLEMENTAL QUESTIONS MUST BE SUPPORTED BY THE WORK EXPERIENCE/EDUCATION PROVIDED ON YOUR CIVIL SERVICE APPLICATION.

Unless required by legislation, the selected candidate will begin at Pay Grade 30, Step 1 of the OCSEA union Pay Range Schedule ($25.77 per hour), with an opportunity for pay increase after six months ($26.76) of satisfactory performance and then a yearly raise thereafter. 

APPLICATION PROCEDURES: 
All applicants must submit a completed Ohio Civil Service Application using the TALEO System. Paper applications will not be considered. Applicants must clearly indicate how they meet the minimum qualifications and/or position specific minimum qualifications. Applicants are also encouraged to document any experience, education and/or training related to the job duties above. An assessment of these criteria may be conducted to determine the applicants who are interviewed.

STATUS OF POSTED POSITION:
You can check the status of your application online by signing into your profile. Jobs you applied for will be listed. The application status is shown to the right of the position title and application submission details.

BACKGROUND CHECK NOTICE:
The final candidate selected for this position will be required to undergo a criminal background check. Criminal convictions do not necessarily preclude an applicant from consideration for a position. An individual assessment of an applicant's prior criminal convictions will be made before excluding an applicant from consideration.

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Ohio is a Disability Inclusion State and strives to be a model employer of individuals with disabilities. The State of Ohio is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.

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The State of Ohio is a drug-free workplace which prohibits the use of marijuana (recreational marijuana/non-medical cannabis). Please note, this position may be subject to additional restrictions pursuant to the State of Ohio Drug-Free Workplace Policy (HR-39), and as outlined in the posting.